July 10, 2017

Town of Brookeville
Commissioners Meeting Minutes

July 10, 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, and Events Manager Brooke Curley
Town Residents: none
Others: Dan Graham, local area resident; Office Katie Beard

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

Open forum:

  • Office Katie Beard, Community Service Officer for Montgomery County Police (4th District) introduced herself and gave an overview of her job in our community.  The Town Commissioners would like Officer Beard to call upon the Town if there are situations that the Town can help with: hosting a collection drive, use of the Academy for a community event.

 

  • Dan Graham, a local area resident employed by Verizon, is an armature metal detector.  He would like his contact information sent around to the Town in case Residents are interested in finding goodies on their property.    The Commissioners will have his contact information in the upcoming Times.

 

ROUTINE TOWN BUSINESS:

Website:  the Town’s website is being updated and redesigned.  The new front page was reviewed.

 

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

 

Financial:  The year-end FY 2016-2017 budget to actuals was reviewed and discussed.

How to educate Residents about how the decrease in Town tax revenue will affect the future Town expenditures was discussed.    Also, a line item to put a certain percentage into the reserves was discussed for unexpected expenditures.

 

Academy Rental Update: Events Manager Reports

  • June was a busy rental month
  • Events Manager will post flyers around Town to help increase rentals
  • A lot of people request to come in early to set up prior to their event; Events Manager has been charging an extra fee of $150 for early access.
  • Events Manager will look into social media as a way to advertise rentals.
  • Drama Camp of MoCo will be using the Academy the last week in July
  • Chabad of Olney extended their contract for Hebrew School.
  • The Commissioners asked the Events Manager to thinks of ways to engage the Town Residents with events at the Academy
  • The Town will not participate in NNO on Aug. 1 but will donate a rental for the raffle.

 

TOWN OPERATIONS:

 

  • The Town Commissioners will make an appointment with Suellen Ferguson of Council Baradel to review the current Town Charter and discuss updates.  Also, the procedure to change Zoning will be reviewed.
  • Commissioner Johnson has not heard back from MoCo Housing Code Inspector regarding 309/311 Market St.   This will be a lengthy process and may be until the end of the year before any action.
  • The proposed redevelopment of the Inn at Brookeville was discussed.
  • Heritage Days 2017 was successful.  The Academy has been blocked for Heritage Days weekend 2018.

 

 

TOWN PROPERTY:

 

AcademyProperty Manager Reports

  • Academy Roof:   No new bids have been received.  Property Manager will approach MHT about the roof and lawn and ask about grant money.
  • Kitchen:  will need to have GFI installed; purchase a shelf for the new microwave; will look at new refrigerators.

 

Schoolhouse: Property Manager Reports

  • The trees that were tagged to be removed from the Schoolhouse lot are gone; the 2 silver maples adjacent to 209 Market St have been pruned.  Also, some bushes and trees were trimmed along the Market Street sidewalks.
  • Property Manager is getting cleaned up tomorrow, and she will get a quote about normal lot maintenance.
  • Floor refinishing and exterior painting are in the quote process.

 

Streetlights:  the electrician has received the parts and will begin repair work to the Town’s streetlights at the end of the month.

 

Eastern Market Street:  Manfred will give a price quote for repair work for eastern Market Street’s pothole repair.

 

Commissioner Bartley will talk to SHA about sidewalks and pothole repairs to High Streets.  Also, what options does the Town have to modify the streets that are more pedestrian friendly (modify the speed limit, crosswalks).

 

Grant money for Schoolhouse:  Heritage Montgomery did not receive grant money from MHT for the capital improvements to the Schoolhouse.  The current plan is for the Town to pay for the capital improvements, and Heritage Montgomery will apply for another grant for the educational program.

 

Other Business:

Next SHA meeting is July 20th from 1:00pm – 3:00pm.

Next BPC meeting – Tuesday, August 1

Next Commissioners Meeting – September 11

Town picnic – September 17

 

LGIT: the Town did not receive the Loss Control Credit for FY 2018.  The Commissioners reviewed the letter from LGIT regarding Loss Control Survey recommendations.   Since Brookeville is a tiny Town, some items are not feasible.  The discount offered is not a significant amount.  The Town Clerk will look at what suggested items are workable for the Town.

 

 

 

The meeting adjourned at 9:05pm

Cate McDonald

Town Clerk

 

June 12, 2017

Town of Brookeville
Commissioners Meeting Minutes

June 12, 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, and Events Manager Brooke Curley
Town Residents: none
Others: none

Proceedings:
 Meeting called to order at 7:00 p.m. by Commissioner Sue Daley.
Commissioner Bartley will be late and will join the meeting around 7:30pm.

Updates:

  • Brass plates for 2 Windsor chairs:  they have not been ordered yet.  The estimated cost is $15 per plate; Property Manager will order in time for them to be presented to the Heilers’ at the Town Picnic.
  • Academy Roof:  Property Manager is still waiting to receive more bids
  • Large / bulk item disposal:  the Town will have dumpsters for large items in October.  Town Clerk will arrange for Our House for curbside removal for Resident who signs up for this service in advance.  The Cub Scouts who use the Academy gratis will be asked to participate in a Town clean-up
  • Commissioner Johnson is waiting to hear back from Valerie Whitby, MoCo Housing Code Inspector
  • The new Town lawyer will be given our Town Charter to review
  • Next SHA Partners Meeting is next Wednesday; Commissioner Daley will be in attendance.

 

TOWN OPERATIONS:

Academy Rental Update: Events Manager Report

  •  June is busy with rentals.
  • A drama camp will be using the Academy for a couple of weeks this summer.
  • Events Manager wants to make flyers to post around the area with a tear off at the bottom with rental information
  • Events Manager is considering setting up a Facebook page
  • Events Manager is working with Miche to get outside photos of the Academy and the Tea being held June 28th.  If Miche is not available on the 28th, she will take pictures with her camera.

 

TOWN PROPERTY:

Schoolhouse: Property Manager Report

  • The grant that Sandy Heiler is working on is due tomorrow.
  • Carpentry is complete; ramp has been replaced.
  • Next steps:  refinish the wood floors; clean and repaint the exterior; more work on the lawn area. This work can be deferred until July 15th to be eligible for grant money.
  • There is some tree work on the Schoolhouse lot, along North St, and one tree on South St. that will be deferred until July 15th.  Estimate cost for tree work is $2500 from Pogo.

 

Gravel Roads Property Manager Report

Serra Stone quoted $3500 for a new layer of gravel for North Street and approximately $2000 to rough up the surface and smooth it over with a power rake.  There was a discussion about how much vibration this will cause; minimal vibration is estimated.  Property Manager would do the entire length of North Street and possibly South Street.

Gravel road maintenance timeline:

Regrade according to the plans sometime this fall; let the regrading sit for a year to make sure the grading is correct; then price tar & chip surface for installation sometime in FY ’19.

 

Market Street (eastern portion) Property Manager Report

She is receiving bids for a range of repair services.  There is a discussion about how much money the Town wants to invest to repair Market Street pre-ByPass.    It was decided to repair the lower speed bump and fill the large pothole for now.

 

Streetlights:  The Resident of 198 Market St has complained about the Pepco light and not being able to see at night.  There was a discussion about how to approach Pepco about swapping the bulb, but the Town would need to absorb the cost of replacing the light fixture.  A new light fixture at this location will be part of the post ByPass era and part of a planned capital expense

The Town will also consider a speed camera at this location post ByPass.

 

Commissioner Bartley joins the meeting at the point, and the meeting was reviewed.  Commissioner Bartley will contact SHA to see if the Town can have 2 crosswalks: one in front of the Academy and one to the cemetery.  He will also see about getting the pothole repaired in front of 1 High Street.

Commissioner Bartley agrees that the Town needs to limit the scope of roadwork on Market Street to what is absolutely necessary.

The 3 Commissioners agreed to the following: $1638 to power rake and rough up North Street but no new gravel.  If the cost is $2500 or under, Water and South Street can be power raked and roughed up.  Work will be started on or after July 1st.

The Commissioners will ask the BPC what they envision for Eastern Market Street post ByPass.  The 3 Commissioners agreed to the following:  the Property Manager can spend up to $1500 to repair the speed bump, pothole, and clean up the curb.

Town owned Streetlights:  the electrical contractor has the ballasts and will start the work.  Some lamps may need new sensors

 

ROUTINE TOWN BUSINESS:

 

Minutes:  The March, April, May, and Annual Town Meeting minutes were approved.

 

Financial:  the Treasurer was not present; the financial reports were emailed prior to the meeting.  The FY ’17-’18 budget needs to be reviewed and signed.

 

There was a discussion about the Town’s local income tax distributions from the State.  Commissioner Bartley is not satisfied with the States response and how they determined our local income tax distributions; the State claims miscounting caused the overpayment.  The overpayment issue is not resolved, and the Commissioners will work on getting the appropriate answers from the State.

 

 

Other Business

  • The Town Picnic is September 17th.  State Senator Zucker plans to attend.  Town Clerk will invite the rest of the D-14 team and Congressman Sarbanes.
  • Next Commissioners Meeting is July 10th.  The Commissioners will not meet in August and will resume September 11th.
  • The microwave donated to the Town will be mounted in the kitchen.
  • Property Manager has not heard back from MHT about the regrading of the Academy lawn.

 

The meeting adjourned at 8:52pm

Cate McDonald

Town Clerk

Annual Town Meeting Minutes May 22, 2017

Town of Brookeville
Annual Town Meeting Minutes
May 22, 2017
7:00pm

Commissioner:
Present:  Sue Daley and Jeff Johnson
Absent:  Buck Bartley
Quorum present? Yes

Present during all or portions of the meeting:
Town Clerk Cate McDonald, Property Manager Andrea Scanlon, Events Manager Brooke Curley, and Treasurer Susan Johnson
Town Residents: Andy & MaryKay Spagnolo, Sandy & Duane Heiler, Harry & Karen Montgomery, Debbie Wagner,  Micole Haris,  Maggie Kay, Marti Andress, Michael Acierno, Stefan Syski, Miche Booz, Katherine Farquhar, and Roland & Shirley Bowker
Others: Terri Hogan, Greater Olney News;

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

Commissioner Daley opened the meeting with the introduction of the new Events Manager and Commissioner Jeff Johnson.  Each Resident introduced themselves.    Commissioner Bartley was unable to attend tonight’ meeting.

Updates on the main topics/priorities:

Brookeville Bypass

Commissioner Daley states that the ByPass project is still moving forward.   Both Commissioner Daley and Bartley attended the May 10th SHA Partners meeting where the 100% design plan were available.  The FEMA report and approval are still pending.  There was a set-back:  the SHA’s contractor bid came back too high; the projects needs to go out for bid after the FEMA permits is obtained.  A new bid / contractor is expected to be announced by the end of 2017.    Commissioners Daley and Bartley plan to attend any upcoming SHA Partner’s meetings.  Another change:  the ByPass will be asphalt and not concrete.

 Town Maintained Street / Property

The Property Manager gave an overview of her job description.

  • The Town now owns 75 good quality Windsor chairs; 2 chairs are at the painters.  The old Dining Rooms chairs will be used upstairs in the Lecture Hall; some of the chairs were given away.  The old armchairs were donated to Our House.  Huge Thank You to Sandy & Duane Heiler for all their hard work and time procuring the Windsor chairs.
  • Academy roof:  project is out for bid.   Once all the bids are received the Commissioners will review the options for metal, cedar shakes, and a combination of metal / cedar.
  • Kitchen upgrade;  the kitchen needs a new refrigerator and microwave; there is money the budget for this items.
  • Academy lawn:  the lawn area will be leveled.  The pine tree and flag pole will be moved.  There will be screening around the trash area.  The process will start one the topological maps are received.
  • Schoolhouse: Work that needs to be completed:  rotted wood removal, structure and wood floor repair, replace some exterior trim and remaking the handicap accessible stairs.
  • Gravel Roads:  Water and North Streets had some work performed recently that seems to have fixed some drainage issues.  North Street will have pothole repairs soon and work on the gravel surface in certain areas – these repairs are temporary fixes.  Commissioner Bartley is expecting grading drawings for North Street.  Once the drawings are received and reviewed, the bid process can start.
  • Market Street:  there will some asphalt repair but not a major overhaul of Eastern Market Street.
  • Tree work:  there will be some tree work, especially to the Ash trees on North and South Streets

Comment: Debbie Wagner would a speed bump installed from her driveway to WSSC to slow speeding cars.

Comment:  Water Street is regrading and water run-off?  Where is the water being directed?  The plan is to get the water to run down the street and off into the woods.

Comment: North Street trees – has the HPC permit been filed?  How many trees are being removed as part of the Schoolhouse project?  Potentially there are 5 dead or dying trees on the schoolhouse lot; there will be some pruning of trees in the Town’s ROW along North Street.

Comment: 2nd Debbie’s request for a speed bump in front of her house.

Comment:  Harry Montgomery has a comment about Water St.  There is a lot of water in front of his garage – why lower part of Water Street but not the portion in front of his garage?  Maybe a better ditch from his garage down the hill along Water Street will help drain the water.  Mrs. Montgomery does not want a ditch where she parks their cars.

The Town can take a look and see how much gravel is in the drain.  The Town plans on engaging CPH for design plan for all of Water Street

Comment: Market Street work:  will the speed bumps be made more visible?  The lower speedbump will be totally replaced; the upper-speed bump was recently redone by WSSC.  The Town is not sure about the painting of the speed bumps.  The Town needs to think of what image it would like to project.

FY’ 16-17 Budget:

The Town’s main revenue is taxes.  The Comptroller of Maryland claims the Town was overpaid an average of $55K every year.  The Town tax revenue stream will be reduced for future years.  The Town can expect $60K total in tax revenue next fiscal year.

Comment: Did the Town takes steps to end the tax increase enacted 2 years? Yes, the tax increase will expire in June 2017

Comment: The Comptroller of Maryland office made a mistake but does not want to admit it made a mistake with the tax revenue over the past several years.  The Town was not negligent with the tax issue, it a competence issue the Office of the Comptroller.

The Town would like the Comptroller of Maryland to justify their numbers.  Commissioner Bartley will continue to work on the issue.

Comment:  what is the current income from the state per household?  Not sure

 Draft FY’ 17-18 Budget

The draft Fiscal Year 2017-2018 was reviewed.

Comment:  Line 6185 – what services fall under Professional Services?  Services such as the Town’s lawyer, and CPH for surveys and drawings.

  • There have been cutbacks for the Fiscal Year 2017-2018 due to tax shortfall.  The Town’s reserves are in good shape.
  • Line 6025: Local Income Tax:  The Town needs to figure out how the State figures out the amount they pay the Town.  The revenue needs to be stable from year to year to keep the Town sustainable.

Open Discussion

Comment:  Ownership of High Street post Bypass. The SHA cannot make the Town take ownership. The Town does not have the resources to maintain the road. SHA is open to working with the Town to reconfigure the road into a small town streetscape.  The sidewalk project along High Street is on hold.

Comment:    Any update on the new owners for the Inn at Brookeville Farms?  The new owners came to one BPC meeting but have not contacted the Town since.

Comment:  There is a property in Town the needs some major clean-up.  The plumbing shop is a chemical dump and the Town will probably need to clean it up since the owner is not in good health.  What will happen to that property? The Commissioners can work with MoCo help with problem properties.    MoCo has standards for properties; they can force the property to clean-up or clean it up and put a lien on the property.

Comment: any update on 309 / 311 Market?  The process has started with MoCo again.  The inspector came out and met with the Commissioners and started the process again.  It is a long process, and more action should take place at the end of the year.

Are there specification criteria to clean up the property?   The County has a very specific standard.  The next step after this is the Town will consult the lawyer:  the Town can clean-up the property and put a lien on the property.  The MoCo inspector could not step on the property but could take pictures from afar.

An adjacent property own has concerns about flammable items possibly being stored on the property and the possibility of another fire.

Comment:  There was a discussion of Bob & Dee Heritage declining health.   Their children are helping to take care of them and having groceries delivered.

 The meeting adjourned at 8:09 p.m.
Cate McDonald
Town Clerk