Commissioner Meeting Minutes July 25, 2016

Minutes July 25 2016

Town of Brookeville
Commissioners Meeting Minutes
July 25, 2016
7:00pm

Commissioner:
Present: Katherine Farquhar, Buck Bartley, and Sue Daley
Absent: none
Quorum present? Yes

Present during all or portions of the meeting:
Town Clerk Cate McDonald. Academy Manager Andrea Scanlon
Town Residents: Barbara Ray, Miche Booz, Chris Scanlon, Duane Heiler, and Sandy Heiler
Others: Terri Hogan, Greater Olney News; Josh Bryant, CPH
Proceedings:
Meeting called to order at 7:00 p.m. by Commissioner President Farquhar

Residents’ questions and comments:
• a recent inquiry about suspicious late night activity around the Academy was discussed. The unusual midnight activity has stopped and was determined to be Pokémon related.
• Resident Sandy Heiler: rocks around and underneath the boulder on the hill outside her home have been washed away. This happened a few years ago. Commissioner Bartley will take a look and see about stabilizing the rock.

Brookeville one-room Schoolhouse proposal: Sandy Heiler gave a presentation to the Commissioners for a plan to utilize the Brookeville one-room schoolhouse in partnership with Heritage Montgomery. This proposed plan was presented to the Brookeville Planning Commission (BPC) and has the support of the BPC.
Mrs. Heiler brought copies of the deeds, plats, grants awarded to the Town for the restoration, and newspaper articles written about the renovations.
Summary: This proposal from Heritage Montgomery would provide an educational program for the schoolhouse, focused on the early 1800s history of the town’s Quakers, especially as it relates to slavery, the anti-slavery movement, and the free black population. The program would be an integral part of a larger effort involving Woodlawn’s (stone barn) Visitor Center and Oakley Cabin and geared to educating school groups. Heritage Montgomery would develop the program, materials, and signage; provide funding for making the schoolhouse lot attractive; and assist with recruiting volunteers and collaborators as needed.
The concept is to make the approach to the schoolhouse park-like and have a bird sanctuary – no pesticides will be used — and provide a bench.
There will be a small sign for the schoolhouse at the corner of North Street.
Parking will be at SUMC; handicapped visitor parking at the schoolhouse lot.
Mrs. Heiler outlined benefits for the Town:
• Reopens and reuses the carefully rehabilitated historic building: acknowledges the town’s substantial investment (funding, pro bono services from Miche Booz, and resident volunteers)
• Helps preserve the building Provides an educational program geared to local history
• Establishes an attractive park-like setting and bird sanctuary
• Makes available a restored building for other town purposes or rental
• Is consistent with town’s intention to open the building and use it for educational purposes (commitment to state and county grant organizations and building and lot donors)
The program will establish a parklike setting and bird sanctuary that can be used for other purposes.
The schoolhouse will need a portable toilet with handicapped facilities.
Question posed to Mrs. Heiler in regards to the proposal:
Frequency of use? About the same as Oakley Cabin – 1 a week during the school year
Is it open to general public?: not sure until there is an agreement from the Town for use.
Will the Town need to recruit / retain volunteers to run the program? Heritage Montgomery will organize a program with the schools and will maintain a calendar, which the Town will be able to control.
Would schoolhouse groups use the building in winter? School groups are year round and it would be up to the Town if they want the schoolhouse open during January.
What are the Town’s responsibilities? Maintain the building; advise Heritage Montgomery when the schoolhouse is available to be open, Heritage Montgomery will advertise the program (delete: when the schoolhouse is open for use).
Who will coordinate volunteers? Would need to ask Heritage Montgomery. Heritage Montgomery runs a number of programs so we will see how the program works
What items will the Town need to budget for? Repair / maintenance of the fence; maintenance of the site, estimated to be 2400 sq. ft. from the schoolhouse to Market Street. It was suggested that certain community groups be used to maintain the site (Master Gardeners. Scouts, Audubon Society, etc.)
The Town would need to keep the schoolhouse maintained and presentable.
Heritage Montgomery wants to see the building maintained and preserved; they will assist the Town with this goal but the Town would be in charge of all aspects of this program. Heritage Montgomery wants to make the Quaker Quarter history known.
What are the expectations for the interior? Will there be a need for more period furniture? The building will not be interpreted as a one-room schoolhouse; the building will be repurposed as an interpretive program. The current furniture may not be used – it would depend on the exhibition.
Miche Booz: The Town made a commitment and wants the building used; this proposed use would line up with the agreement the Town made with the Howard family. How frequent would be the use?; ask Heritage Montgomery about the content of this program because it sounds a lot like what Woodland Manor will be doing.
Heritage Montgomery’s intention is to compliment the stories being told at Woodlawn and Oakley Cabin. The Town’s intention in applying for grants for the restoration of the building was to open up the building for educational purposes; to make it accessible to the public
Mrs, Heilers answers questions posed by the BPC:
Why is the schoolhouse not being interpreted as a one-room schoolhouse? 2 reasons: it does not have the integrity as a schoolhouse because it was used as a residence for 40 years and then abandoned; there are already 2 restored schoolhouses in MoCo being interpreted as one-room schoolhouses, and both building continually used as schoolhouses.
How long would the program last? It up to Heritage Montgomery and the Town.
How long to implement this program? Not sure. The Commissioners need to approve the plan first before a program is designed and implemented.
This plan is consistent with the Comprehensive Plan and the Town’s intentions for use of the schoolhouse when they acquired the schoolhouse, applied for the grants, and renovated it.
Have you talked to North Street Residents? Yes, but not all of them. Mrs. Heiler spoke to 209 Market (supportive), 9 North attended the BPC meeting, and 17 North (supportive). Has not spoken to all of the residents of 1, or to 2, 4, and 13 North St.
Commissioner Farquhar thanked Mrs. Heiler for her presentation. She feels the Commissioners need to talk with the Residents of North Street and the BPC. She advised the Commissioners are reserving residents’ comments for another forum; tonight is just the presentation.

BPC Chair advised that the BPC is supportive of this proposal; they would like to hear more about the logistics of the program, volunteer commitment from Heritage Montgomery; the proposed portapotty location.

Next steps for the Town in regards to this proposal: Commissioners need to talk with the BPC; Town will need to support the change on North St – maintain the Schoolhouse, the foot path, fence, trash / recycle collection, and the washroom facilities.

The Commissioners will hear public comment on this proposal at the September 12th Commissioners Meeting; a budget would need to be prepared for the Town’s responsibility and maintenance of the Schoolhouse, and prepare questions for Heritage Montgomery.

Liability? The Town would consult with LGIT prior to any change use of the Schoolhouse.

Update on the topological survey progress and test borings: Josh Bryant, CPH
Geotechnical report: borings were taken from South, North, and Water Streets. These are the unpaved roads considered for a sealing and repair.
South St: the foundation is in a good condition. The report indicated that indicated there was some type of pavement or rock under South Street.
Water St: somewhat in the middle, relatively solid foundation.
North St: in the worst shape foundationally probably due to more traffic.
Recommendation for paving is to identify areas that are more deteriorated than most, excavate, fill-in with a solid (i.e. crushed stone or recycled material), compact it – to make a new foundation – and top it with tar and chip.
North Street would need the most work; Water Street not as much; South Street would need the least amount of work.
Drainage: 2 primary areas that were problematic: the end of Water St and the beginning of North Street.
North Street: west side of the street, the area funnels to one spot, water hits one spot and has nowhere to go, builds up in the middle. Over the years the rutting, due to cars, the standing water deteriorates the foundation. The problem gets worst every year – a vicious circle. The plan would be to come in to cover the road with sealant, to regrade the road and make a positive slope so waters runs off. This will return the road to the natural flow pattern of water.
Water Street: has a similar but different situation. A ridge along the center line has developed; the natural movement of water has been disrupted – the road is crowned; the water is collecting and flowing to the lowest spot towards the driveway of 108 Water. The natural flow of water on the street has been disruptive. Would need to make sure the street is regraded to remove crown and allow the water to flow naturally. You can’t just correct one area because you will cause a problem somewhere else.
Questions / Concerns:
North St at the corner of the Montgomery’s property near the Schoolhouse: water runs off the Montgomery’s property crevices in the Davis’s yard and crevice down the hill. Answer: Steeper the slope, the faster the water runs. Sounds like a concentrated flow = watered forced onto a very narrow spot. In this situation, you must disrupt the energy, slow it down, and spread it out. Re-grading the landscape around the schoolhouse might be a solution; planting with good root systems so soil does not erode.
There have been numerous Resident complaints that Town roads have been widening over time. Would the proposal narrow roads back down the paved area to channel rain / water? Roads should be 18ft but are currently around 19ft wide. The Town needs to investigate if tar and chip would be acceptable to BPC and HPC.
Next steps: The Town needs to decide what they want the roads to be; have a conversation with BPC and Town Residents and come up with a plan compatible with Comprehensive Plan and funds. Commissioners Bartley envisions a 12 ft. wide tar and chip lane with 2 foots of gravel on each side; Estimated cost for North Street would be $36K.
CPH will design (Phase 2), with the Town’s input, a road design using the results from the Geotechnical report. Suggestion to consult with Montgomery County’s Rustic and Rural Road program.
There will still be erosion if the road is not entirely paved; the gravel on the side would need to be maintained. Would need to keep the same amount of pervious surface.

The Commissioners will need to investigate funds for road repair with the help of MML. The proposed tar and chip road work would be done in stages based on priorities.

ROUTINE TOWN BUSINESS:
Minutes: The June Commissioners Meeting were approved as edited.

Financial: Commissioner are holding this topic for the arrival of the Treasurer

Academy update:
• Question: Commissioner Farquhar asked about the increased electricity usage at the Schoolhouse – due to 2nd dehumidifier being used.
• Photos: Commissioner Farquhar and Academy Manager will talk in the next few days about a photo shoot of the Academy.

BYPASS:
SHA Partnering meeting: scheduled for Wednesday, Aug 10th from 1p – 3p. Commissioner Farquhar will be available to attend.
Army Corp of Engineers ByPass Meeting: scheduled August 4, 6p-8p at Rosa Parks MS. This will be a public discussion about how waterways will be effected by the ByPass. Commissioners will attend.

MML Annual Convention: Commissioners Bartley and Farquhar attended MML Annual Convention in June.
They talked with CivicPlus regarding a new website – Town Clerk will follow up with CivicPlus.
Record support: Commissioner Bartley attended a seminar regarding Town Charters and Codes – he is concerned that there is no database of ordnances. Estimate will be between $7k – $9K to codify the Town’s ordnances. The Town Clerk will follow-up. The Town would look for grants to help mitigate any costs associated with this endeavor.

Town Property
Academy Lawn RFP: will be forwarded to the BPC for review.
The Commissioners will talk to MHT about the possibility of moving the Schoolhouse to the Academy grounds. The Commissioners are in agreement that the landscaping design plans for the Academy need to move from the discussion phase to the planning phase. They want to strengthen the Academy grounds; make the Academy more attractive to become a revenue stream. The goal is to create a more attractive venue.

Academy Accessable Door System: is scheduled for installation tomorrow.

Academy Marketing:
• Luca Casareto will be taking photos through a collaborative arrangement with brides, other renters (exchange of permission for use images for actual photos for the bridal party, event sponsors, etc. Town will pay Luca a fee for the images that are ok’d and would work well on our website) ; the website will be updated to feature the Academy.
• Olney’s NNO – will feature the Academy. Commissioner Farquhar would like to highlight the ByPass and the Academy. All three Commissioners plan to attend.

Schoolhouse: a proposal was reviewed to trap and remove mice and to mitigate any future infestation.
• A T&R Trapping proposal for $1,490 was unanimously approved.
• Grading: a HAWP will be needed to change the grading around the Schoolhouse. Academy Manager, Commissioner Bartley, BPC Chair, and Miche Booz need to meet to discussion what steps need to be taken to get the HAWP application submitted.
• The Schoolhouse needs a chimney cap to prevent further deterioration; an emergency HAWP will be submitted for the chimney.
• Academy Manager will work on a budget for the Schoolhouse if the plan that Mrs. Heiler outlined is approved. She will develop a list for several scenarios in addition to the Heritage Montgomery proposal.
• The Commissioners are concerned about how the North Street Residents feel regarding the proposed used of the Schoolhouse. They have not attended any public meetings about this subject or sent any written letters. Commissioner Farquhar suggest hosting a private meeting at her house for North Street Residents to discuss the proposal.
• Information regarding the proposal will be added to the Brookeville Times and the proposal will be uploaded to the Town’s website

Public Works (sidewalks, streets, lights)
Pothole: Market Street potholes will be filled; also the potholes on the gravel roads

Other Business:
Proposal from Donna Will: Teas and School Field trips. The Commissioners have reviewed the proposal and expressed 2 comments: 1 – no discounted rate will be offered; 2 – no items will be stored on Town property.
After discussion with the Academy Manager, it was agreed to offer a discounted rate of $125 for the school groups. Academy Manager will develop a response to Donna Will’s proposal for the Commissioners to review.

Picnic: scheduled for Sept. 11. Items needed to be done for the picnic will be worked out via email.

The meeting adjourned at 9:46p.m.
Cate McDonald
Town Clerk

May 16, 2016 Semi-Annual Town Meeting Minutes

Town of Brookeville
Semi-Annual Town Meeting Minutes
May 16, 2016
7:00pm

Commissioner:
Present: Katherine Farquhar, Buck Bartley, and Sue Daley
Absent: none
Quorum present? Yes

Present during all or portions of the meeting:
Academy Manager Andrea Scanlon, Treasurer Susan Johnson, and Town Clerk Cate McDonald.
Town Residents: David Yinger, Janet Taylor, Andy & MaryKay Spagnolo, Chris Scanlon, Sandy & Duane Heiler, Micole Haris, Chris Haris, Harry & Karen Montgomery, Barbara Ray, Debbie Wagner, Don DeWall, Iris Stratton, Jorge Chacon, Maggie Kay, Marti Andress, Michael Acierno, Bruce & Toni Evans, Stefan Syski, Garrett Anderson, Jennifer Roy, Fred Teal
Others: Leszek Syszki, Teri Hogan GONews

Proceedings:
Meeting called to order at 7:00 p.m. by Commissioner President Farquhar.

Den 4 of Cub Scout Pack 434 gave a presentation on the Town’s recycling program and presented the Academy Manager with a plaque as a thank you for using the Academy for the Den meetings.

Call-out to new Brookeville Residents who arrived in 2015-16: : No new Residents were in attendance at this point in the meeting; new Residents will be introduced at the Town picnic on September 11.
Remembrances of Chad and Michael who move from Town this year and Pat Seibel who died recently.

Self-Introductions by Residents

Thank you and Recognition of Town Staff, Elected Officials, and Committee volunteers.

Town Report
Commissioner Farquhar gave a PowerPoint presentation:
• The Town Commissioners continue to monitor the progress of the ByPass. At least one Commissioner is at every SHA meeting in Baltimore. The Commissioner stay in contact with SHA officials
• The Beyond the ByPass Taskforce (BTBTF), which has been decommissioned, has worked on a grant for new Town signage; a walkability study; suggested ways to improve communication; and started the process for a charrette.
• Streets and Sidewalks: WSSC has made the necessary repairs to the eastern portion of Market St.
CPH Corp has finished the test borings of the Water, North, South, and Market Streets.
The sidewalk in front of 209 Market has been repaired
Streetlight bulbs that are burnt out are replaced with energy efficient LED bulbs
CPH will be performing a water run off study
The Commissioners will work with the BPC regarding changing the gravel roads to tar & chip.
• Academy: The wooden lamp post is still being reconstructed; and automatic door opener will be install at the side entrance to the Academy; the fire alarm has been replaced; Academy Manager is researching alternative roof materials; the ash tree will be removed on Friday; rental revenue is down from last year – there were 73 rentals at this point last year, 50 rentals so far this year.
• Schoolhouse: work is still being performed to remediate the mold and to prevent further deterioration; a dehumidification system was installed; there is a proposed plan for use of the Schoolhouse that will be discussed at the June Commissioners Meeting.
• Town Services: The main way information is communicated is via the Brookeville Times; the Town hosts 2 parties annually – picnic and holiday party; 2 Town meeting a year in addition to the monthly Commissioners meeting.
The Town recently switched trash and recycle contractors. The new contractor is B&B, which is less expensive and provides a wheeled recycle bin

ByPass update
Commissioners Bartley and Daley gave an update on the ByPass:
Commissioners Bartley and Daley (with Farquhar) have been regularly attending the monthly SHA Partner meeting in Baltimore. At this point, the SHA has abandoned the alternative plan to close Brookeville Road. The design (Alternative 7M) that was publically presented in September 2015 is the SHA’s working plan. Commissioner Bartley shared that he feels the SHA has come to the correct conclusion to keep Brookeville Road open. He feels keeping Brookeville Road open is the better plan, from a circulation standpoint, and he gives his full support for this ByPass design. He will be attending the SHA meeting on Wednesday and will get the current status of the ByPass. Anticipated start date is late fall 2016 / early spring 2017. The Mandatory Referral meeting for the ByPass is scheduled for June 16 at 1:30pm. The meeting will be held M-NCPP building in Silver Spring in the auditorium. More information about the meeting will be shared to Town Residents as the details become available.
Question: Karen Montgomery wants to know what will be done concerning east / west traffic on Market Street. Commissioner Bartley stated the SHA traffic survey shows approximately 900 cars go east / west on Market Street daily and that the number most likely will not change.
Karen Montgomery stated the ByPass is not a true ByPass. Commissioner Bartley: The Town’s recent traffic survey showed approximately 700 cars go east / west on Market Street and the Town is working on strategies to mitigate east / west traffic: narrow Market Street, more speed bumps to name a few.
The Commissioners requested that at least 1 person from each household attend the Mandatory Referral meeting on June 16th. It is important the MoCo Planning Commission see that the whole Town supports the ByPass. Not everyone will get to speak but your presence is enough to show support.
Comment from Debbie Wagner: she supports the ByPass but the Brookeville Road connection is making her life hell. Traffic goes faster than it ever has and she wants Market Street to have holes to make the traffic go slower. She does not want the traffic to go by her house.
The Commissioners advised that any push back from the Town to SHA to have Brookeville Road closed will likely stall the ByPass project for several years.
The BPC is actively working on the traffic from North to South (the ByPass) but is looking at the post ByPass era and ways to mitigate traffic through Town (east / west traffic).
Janet Taylor’s question to BPC Chair: It is her understanding that Georgia north of the bridge, just past Yinger’s driveway, will be torn out. BPC Chair: That is the current plan. Mrs. Taylor is not sure why the road will be torn out since Georgia Ave is an historic road.
Michael Acierno said the Town might want to consider a speed camera, which might make a significant impact. The Town would need to work with SHA and MoCo. Other traffic calming measures to consider: speed bumps, traffic cameras, lower speed limits, and many other options. Force the traffic to lower their speed on the east / west route
Commissioner Bartley: People will drive a reasonable speed per MoCo; MoCo monitored the traffic and found most people drive 30-35mph from Brighton Dam Road onto Market St. The Town can look at lowering the speed limit after the ByPass.
Karen Montgomery is not in favor of speed bumps – they are too noisy; need to consider other traffic calming measures
Chris Scanlon states that MoCo has mandatory standards for speed bumps for emergency access vehicles that the Town would need to follow.

Brookeville Planning Commission: Chris Scanlon, BPC Chair, gave an update: the BPC ‘s focus this past years has been on the traditional: issuing permits and the ByPass. This coming year, the focus will be on the Comprehensive Plan. BPC has received feedback from Residents via the BTBTF. The Comprehensive Plan has largely been left unchanged in the past 22 years since it was created. Some areas of the Comprehensive Plan do need to be updates. He shared what characteristics make a great neighborhood from an article he recently read: accessibility, a variety of residential and commercial uses, interesting design and architecture, encourages human contact and social activities, promotes community involvement and a safe environment; environmentally and economic stable. He felt this is a good synopsis and Brookeville is doing a great job in these areas.

3 main items to be updated in the Comprehensive Plan:
1 – Transportation (bicycles, pedestrians, and cars) and streetscapes (traffic calming measures; sidewalks)
2- Environmental stewardship
3 – Community facilities (Schoolhouse and Academy uses)

Stefan Syski: regarding the Charrette this fall –everyone has an idea how to calm traffic. The idea of a charrette is to discuss, hopefully with experts, proposed solutions to traffic calming measures.
Charrette is set for Saturday, September 17th.
If there are any other issues Town Residents would like to discuss, please contact a member of the BPC.
Fred Teal: He is having a get together at his home May 16th at 7:30pm to discuss a community solar field. The State recently passed a bill stating solar panels does not need to be on your house. It is called the Community Solar Bill. Anyone interested in the Brookeville Solar Group, please contact Fred.

The Brookeville Times: (Cate McDonald, Editor) Anyone in Town is welcomed and encouraged to send articles and items of interested to be published. The Brookeville Times is the main source of communication to Town Residents.

Draft Town Budget FY 2017: Commissioner Bartley and Treasurer Susan Johnson

Question from Barbara Ray: Professional Services – $40K. This figure is really high; when do the Commissioners expect this amount to be diminished? It should down in the next 2-3 years. This years, the town should spend between $25K – $30K for professional services and will have a surplus in the budget.
Income to the Town has increased because income tax has increased.
The Town is facing a tax deficit from the State, $274K, for years 2010-2014. The State plans a “reallocation” process to recoup this money. However, State has not yet justified how they determined the amount the Town owes. The Town most likely will need to use a lawyer to help with the tax issues and the lawyer’s fees will come from Professional Services.

Question from Stefan Syski: Property Tax annual revenue is estimated to be $50K. Has that income gone up over the years?
Property Tax is usually in the range of $40K
Town income taxes were increased for 2 years., and the need for this higher rate (.05/$100 assessed value) will be reviewed at the end of calendar year 2016.
Can’t compare Property Tax from year to year due to the housing collapse.
Will get input regarding the Town property tax increase later this year at the interim Town Meeting.

Question from Harry Montgomery: $20K for furniture. The furniture is good, why do we need $20K for new furniture? Seems to him that furniture can be eliminated from the budget.
The Town is trying to attract renters. Mr. Montgomery said he does not want to attract new renters. Mrs. Montgomery said the Academy should not be a source of revenue, it should be used as a community facility. Too much effort is being made to commercialize the Academy. There used to be clubs that met her for little money. She thinks it is wrong to rent out the Academy.

Question from Fred Teal: necessary repairs. What is in the budget for repairs to Eastern Market Street? Commissioner Bartley said the amount in the upcoming budget for all the Town streets is $10K. This is not for repaving with tar & chip. The Town is still needs to work on a design, getting a bid ready, applying for a HAWP. By the time all that is done, it will be next FY. The Town is investigating tar & chip for the gravel roads. Only road work in the coming months will be pothole repair.

Question from Harry Montgomery: he has seen a lot of surveying on Water Street recently. I thought that was for topography and water flow. Is the surveying suspended for a little bit?
The Town is working on ways to divert the water.
This FY, only pothole repairs on Water and North Streets and patching on Market Street will occur. The Town is waiting for the report from CPH before any more road work is done. Then the Town will work on funding sources.
One of issues to be mitigated is water flowing onto the end of Water Street to change direction.

Mr. Montgomery: to make the Town walkable again, narrow streets would be a plus. Would make cars find another route through Town. Try to get the MoCo to pay for some of this.
BPC will investigate streetscapes.

Question: What is the Wynne Tax thing? The Wynne case has to do with Maryland Residents that earned income in another State and were taxed in Maryland. The Town and State collected excess income tax. Maryland has to repay the overtaxed residents. Collection will start in November 2016 and will be in 9 incremental payments of $….. (Check with Susan)

Town Priorities for FY 2016-2017 (Commissioners)
By-Pass & High Street Sidewalk: Continue to monitor and advocate for progress on By-Pass by attending hearings/meetings, contacting officials, meeting with attorney, updating and hearing Town Residents. Take necessary actions to ensure ByPass proceeds per the approved plan.
Monitor the planning/construction by SHA of sidewalk on the West side of High Street.

Town Properties:
1. Brookeville Academy:
i. Exterior: Continue work on major repairs (specs underway for replacement roof). Upgrade the Academy Lawn (request for design concept bids is drafted) and improve signage for Academy Parking at Salem Church.
ii. Interior: Improve appeal of this space by upgrading furnishings (our chairs, tables, furniture date from 1999), addressing acoustics issues in the Lecture Hall. Explore with caterer what equipment upgrades are needed.
iii. Income: Produce professional marketing materials and expand advertising to attract additional rental events such as weddings, celebrations, seminars, meetings, workshops. Improve Academy page on the Town Website; design & install Town of Brookeville exhibit at the Academy.
2. Schoolhouse: Goal: Stabilize the Schoolhouse for public access/use.
i. Interior: Complete the mold remediation, then refresh the interior.
ii. Exterior: Apply for HAWP and complete the re-grading of the site to route water away from foundation. Replace rotted sections of exterior, particularly at the doorways and the north façade.
iii. A proposal has been received from Sandra Heiler to develop an interpretation project for the Schoolhouse and North Street. Now vetted by the Beyond the ByPass Task Force & Brookeville Planning Commission, the proposal will be presented to the Commissioners at 7 PM on June 13, before their monthly meeting. Residents are urged to learn about this proposed use of the Schoolhouse.

Town Streets & Sidewalks:
• Complete necessary repairs to Market Street from High St. intersection to Brighton Dam Road. These include: patching potholes, cracks & the 2nd speed bump.
• Complete necessary annual repairs to Water and North Streets, with attention as needed to South Street.
• Review and act on engineering input regarding drainage systems, storm-water run-off and erosion on Water, North & E. Market Streets, and make decisions about repaving all of these “town streets.” Develop specs, get permits and start construction by summer 2017. It is likely that significant funds will be spent in FY 2017 & 2018 for these purposes. Seek matching funds/grants.
• Monitor the pre-construction process for the High Street sidewalk.
• Remain engaged in SHA/Park & Planning discussions & design for sidewalk and streetscape on North Market Street.

Town Services:
• Services: Monitor the transition to B&B Refuse for Waste/Recycling. Continued services as in the past: snow & leaf removal, periodic cleanups, essential road maintenance & tree care, maintenance/upkeep of town properties, sidewalks, plantings.
Question to Town Residents: Do you want a dumpster this year? Not currently in the budget. Yes to dumpster and the amount will be added to the budget.
• Communications: The Brookeville Times remains the high priority means of communication within Town. A Social Media strategy and the possibility of announcement board at the Academy Lawn are under consideration. (Twitter, FaceBook). We plan to upgrade the website.
Garrett Anderson: next door app.
Maggie Kay: we need to get serious about our messages to MoCo and the State and get a unified message out. Why this is such a great Historic Town. You can live a modern life in an historic setting.
• Social: The 2 annual Town parties (Holiday and Picnic) will continue. There are 2 Town Meetings per year: Annual in May, Interim in October-November.

Any other priorities?
Sandy Heiler: we are affected by the potholes on eastern Market Street. Commissioner Bartley met with the contractor today about getting the potholes on Eastern Market fixed.
Debbie Wagner: the Academy furniture is usable, even if it is 20 years old. Do not spend my tax money on furniture.
Barbara Ray: what would the new furniture look like? She would like to see the new furniture before it is purchased.
The table and chairs are heavy, are hard to move, and scratch and cause damage to the wood floors. It makes it harder to rent out the Academy with the existing furniture.
Karen Montgomery suggests we tear the building down and build a bigger home.
There was a lengthy discussion regarding the Academy and if it would be self-sustaining as a rental facility without the Town’s support. There was a suggestion for the Academy to have its own budget and see what the revenue would be.
Academy Manager: the Town’s office space is here, phones, archives, storage – the Town would need to pay for these items if there was no Academy. The Academy is paid for and host functions like this Town Meeting.
The Academy was renovated in 1996 – 20 years ago. There was not regular maintenance plan until 5 years ago. The Town will need to pay to replace the roof, heating weather we rent the building or not.
The estimate for the new roof is $50K
Jorge Chacon: to attract more renters, use some of the funds for a new kitchen instead of furniture.
Questions: how much revenue has the Academy generated over the past 5 years?
Estimates: 7K, 8K, 12K, 10K for the last 4 years
This topic is not on the Charrette for September but it is a good topic to discuss: what improvements would you like to see to the building? How to show off Brookeville history? Need input from the town to build a Town consensus. Do we charge more for rentals? There needs a bigger Town discussion to make choices. The Commissioners make sure there are funds available to make repairs so the building does not deteriorate.
Jorge Chacon; The Academy is a nice gathering place for the Town – there should be more events scheduled for the Town. There are maybe 10 times per years that the Town uses the Academy. There are 2 events a year – Picnic and Holiday Party. There should be a monthly gathering for Town events.
The Town Clerk said Residents need to let the Town know what events the might want to attend. At the recent movie night, no Town Residents showed up.
Many Town Residents use the Academy for significant events.
The Academy is used by community groups and Town Residents have the use of the Academy when they request it.
The use of the Academy will be discussed at a future meeting after more information is gathered.
The Commissioners are looking at outside conditions of the Academy and moving forward on plans to upgrade the lawn facilities. The kitchen may or may not get a new microwave but will get a caterer’s input before the kitchen is upgraded.
Garrett Anderson: once the ByPass is complete, rentals of the Academy will increase.
Sidewalk: at the recent SHA sidewalk meeting there was talk of a sidewalk ending at SUMC

Question: What is the net revenue of a rental?
Cleaners come before rental; rental cost vary depending on length, day of the week, how many rooms.
Town Residents pay $150 flat fee for a rental for the entire building. Cleaning cost $150 each cleaning

The meeting adjourned at 8:45p.m.
The video produced in 1988 by Bill Wagner was shown.
Cate McDonald
Town Clerk

October 6, 2015 BPC Meeting Minutes

Town of Brookeville
Planning Commission Meeting Minutes
Tuesday, October 6, 2015
7:30 PM

Planning Commission Members:
Present: Chris Scanlon, Miche Booz, and Fred Teal
Absent: Bruce Evans, Debbie Wagner
Quorum present? No
Others Present:
incoming BPC member Stefan Syski

Proceedings: Meeting called to order at 7:30 p.m. by Chair, Chris Scanlon
Minutes: The September BPC Meeting Minutes were approved.
Permits: No permits were submitted for approval

ByPass Discussion
Mandatory Referral meeting was postponed until December.

B&B at 1 North St
Katherine Farquhar is opening a 2 room B&B (Owl’s Nest B&B) at her property. She is apply for a MoCo Lodging Certificate. B&B’s are allowed per the Town’s Zoning Ordinance. No approval needed from BPC.

Parking Pad concern
Discussion regarding Sandy Heiler’s concern about the parking pad on Water Street adjacent to the Harris’ house (301 Market). Sandy Heiler approached the residents of 301 Market and said that she thinks they need a permits for the parking pad. The residents of 301 Market were offended by this action. Both residents went to the Chris Scanlon about this issue. Sandy Heiler asked what the BPC can do to resolve the issue. ROW on gravel road is 50 feet. Sandy Heiler advised both Chris Scanlon and Miche Booz that a parking pad needs HPC approval because it is up against a Historic Home.
BPC response: there are no zoning rules in Brookeville where driveways are placed; as an advisory panel they can only advise. This may be an HPC issue. May be a gray area as that area has always been used as a parking place. Will let HPC make decision about the parking pad.

Streets and Sidewalks
Need to consider what the roads through Town will be after the ByPass.
Brookeville Rd. was recently repaved with tar & chip by MoCo Rural / Rustic Road program. This might be the option for the Town’s roads. Need to determine optimal dimensions for the roads and sidewalks.
BPC may need to integrate with the Beyond the ByPass Taskforce for roads and sidewalks – maybe a subcommittee for the Taskforce and provide the Taskforce schematics for roads and sidewalks.

Open Discussion: Fred Teal advised he will not pursue the solar coop due to financing cost and the amount of upfront investment needed.

Meeting adjourned at 8:21p.m.
Minutes submitted by Cate McDonald, Town Clerk