June 11, 2018 Commissioners Meeting Minutes

Town of Brookeville
Commissioners Meeting Minutes
Monday, June 11, 2018
7:00pm

Commissioners:
Present: Sue Daley, Bill Gaskill, and Jeff Johnson
Absent: none

present during all or portions of the meeting:
Town Clerk Cate McDonald, Property Manager Andrea Scanlon, Events Manager Brooke Curley. Treasurer Susan Johnson
Town Residents: none
Others: none

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

Closed Meeting: Discussion of hiring a new Treasurer

Open forum for Town Residents: no Town Residents were in attendance.

ROUTINE TOWN BUSINESS:
• Minutes: The May meeting minutes and Annual Town Meeting minutes were approved.
• Budget: the 2018 budget was discussed. Commissioner Johnson would like to start using a zero budget or financial forecasting; he would like the Town to look at what significant capital expenses are needed in the next several years. Beginning in July, the Commissioners will be analyzing the budget and ways to cut cost. Local income tax revenue was discussed; the Commissioners would like the Treasurer to go back several years to chart how much local tax revenue was paid to the Town by the State. Commissioner Daley will try to contact other small municipalities that were overpaid to devise strategies.
The Academy Manager advised that the wooden window sills will need to be replaced at an estimated cost of $3500. The Commissioner would like to see written estimates for the work.

TOWN OPERATIONS:
• Codifying/organize Brookeville Ordinances: Commissioner Gaskill located some ordinances; no Word or PDF’s were found or anything with a signature. The Zoning needs to be updated with reference to the current MoCo Zoning. Commissioner Johnson will update the Zoning with the correct code.
• Photos of Town / Academy: all photos are complete and will be used in advertising the Academy
• Online Directory: still a work in progress
• Dumpster for bulk trash: the dumpster will be at the schoolhouse lot until June 18
• Heritage Days: Sandy Heiler will have the Academy and her home open both days; everything is in order

TOWN PROPERTY
Academy:
• Roof: the MHT grant award has not been announced yet.
• Lawn: on hold
• Microwave: the shelf installation to hold the microwave will be next FY
• Roadways: work on the gravel roads will begin Thursday or Friday of this week.
Property Manager will have the old light post removed from in front of 308 Market

Schoolhouse:
• Fence: the fence has not been installed yet due to lack of volunteer labor. The post holes that were dug are filling in with sediment due to all the rainy weather. The Commissioners approved a request for $750, so the Heiler’s can have 3 workers from CASA to help with the Schoolhouse project. Duane Heiler would like assistance to help supervise the work.
• A Town Volunteer day in September was discussed to help finish up the Schoolhouse project
• No decision yet on the second Heritage Montgomery grant

Public Works:
• Street repairs: No quotes for repairs to Market St. Property Manager will check with MoCo about piggybacking on their contract when Bright Dam Rd received repairs.

• Protection One contract is due to expire. The alarm monitoring for the Academy will be out to bid.

• A youth organization, Trailblazers, would like to use the Academy for meetings in exchange for service projects. The Events Manager will follow-up on this request.

ByPass: The Bid Opening is scheduled for June 14th. NTP has not been issued

BPC: BPC will meet July 10, August 7, and Sept. 11

Other Business:

• 309/311 Market: the owner has been given until June 18th to finish cleaning up his properties.
• Next Commissioners Meeting – Monday, July 9

The meeting adjourned at 8:41pm
Cate McDonald
Town Clerk

May 21, 2018 Annual Town Meeting Minutes

Town of Brookeville
Annual Town Meeting Minutes
May 21, 2018
7:00pm

Commissioner:
Present: Sue Daley, Jeff Johnson, and Bill Gaskill
Absent: none
Quorum present? Yes

Present during all or portions of the meeting:
Town Staff: Town Clerk Cate McDonald, Property Manager Andrea Scanlon, Treasurer Susan Johnson, and Events Manager Brooke Curley
Town Residents: Dave Yinger, Janet Taylor, Karen & Harry Montgomery, Roland & Shirley Bowker, Sandy & Duane Heiler, Debbie Wagner, Micole Haris, Marti Andress, Michael Acierno, Harper Pryor, Stefan Syski, Buck Bartley, Barbara Ray, Garrett Anderson, Miche Booz, and Fred Teal.
Others: Terry Hogan, Greater Olney News
Proceedings:
Meeting called to order at 7:00 p.m. by Commissioner President Daley, who welcomed everyone and gave an overview of the meeting.
Draft Budget & Priorities for FY ’18-19:
Commissioner Gaskill handed out the proposed budget for FY ’18-’19, with a review of tax revenue received from the State over the past 5 years, with a projected loss of $15,423. Capital Expenses is expected to be a net loss of $90K. Income tax revenue was steeply decreased due to the States previous overpayment to the Town of income tax funds. The Town is estimated to receive between $54K – $60K per year, instead of the $100K – $193K it has been receiving.

Budget Priorities:
Roads: The Commissions are working on grant funding with State Senator Zucker.
Town Services: trash, recycle, Town sponsored events, dumpster for bulk trash

Questions:
• What is the size of the Town’s reserve funds; and how long will the reserves last if the Town continues to run a deficit? The Town has approximately $500K in reserves. The Town Commissioner will be having a discussion on what would be an appropriate amount of the budget to set aside each year in reserves.
• Why the sudden drop in State income? The State overpaid the Town approximal $274K in tax revenues between 2010-2014 due to errors in calculations by the State Comptroller’s office. The State performed an audit of address and will pay the correct amount to the Town – about $50K – $60K per year. The Town does not have to repay the State the amount it was overpaid.

Town Property Update
Academy:
• Roof: MHT grant has been applied that, if awarded, would cover 50% of the Academy’s roof replacement.
• Lawn: The lawn area will be upgraded if the budget allows.
• Kitchen: There is a new refrigerator
• Acoustics – Acoustical testing but due to budget constraints, no work will be done

Schoolhouse:
• Lot improvements: a grant from Heritage Montgomery was awarded to install a wooden fence along the existing fence line. Another Heritage Montgomery grant is being sought for a brick patio, landscaping, portable toilet enclosure and some interior work.
• Scouts Project – an Eagle Scout project installed a mulch path on the lot at no cost to the Town.

Town Streets:
• North Street – was regraded and a new surface layer of gravel was laid.
• Water Street – Pothole repairs will start soon.
• Market Street – contractors are being sought for pothole and speedbump repairs to start this summer.

Also, more woodchips will be added to the walking path between North St and Water St.

Questions:
• What is the projected cost of tar & chip and the timeline? The estimated price for North St for tar & chip is $15K – $20K. The Town may not opt for tar & chip as it may not be the best solution for the Town’s gravel roads – for example – does not hold up well after each season, especially with snow plows. There were comments about lowering the road surface to reduce issues
• What was suggested to improve the acoustics at the Academy? sound absorption measures such as acoustical panels and acoustical plaster to help minimize noise vibration. Grant funding will be sought for acoustical work.

Brookeville ByPass Update
Progress with the Brookeville ByPass is slowly moving forward. The construction bids will be opened in early June

Additional Updates:
• 309/311 Market Street: Commissioner Johnson is consulting with MoCo Housing Code Enforcement. The property’s owner was sent an official notice to clean up the properties and get rid of parked cars in the first week of May with a completion date of the first week of June. If he does not comply at that time, the property will be condemned, and the county will initiate car towing and property cleaning, placing a lien against the property. Commissioner Johnson will follow up in early June with the Code Inspector about MoCo cleaning up the property. There have been complaints from neighbors about seeing rats on the properties. A separate complaint has been filed to DPS about demolition by neglect of a historic property. DPS and Code Enforcement will work together.
• 1 High Street: is for sale again
• 15 High Street: property has been sold. New owners are in preliminary consultations about proposed commercial uses of the property.

Questions & Comments
• Budget: The Town reduced expenses during the recession; income from the State is 2/3 less than it has been. The Town will need to reduce annual expenses or find new funding. How will the Town accomplish this? Will projects need to be prioritized? The Commissioners agree the numbers are not good and will start with a strategic budget plan to manage expenditures. The Commissioners will analyze the budget over the next several Commissioners Meetings and will utilize a forecast budget to determine how much is needed to cut the budget.
• Stephen Syski is looking for volunteers to help with the flags on Memorial Day.

The meeting adjourned at 7:55pm p.m.
Cate McDonald
Town Clerk

May 14, 2018 Commissioners Meeting Minutes

Town of Brookeville
Commissioners Meeting Minutes
Monday, May 14, 2018
7:00pm

Commissioners:
Present: Sue Daley, Bill Gaskill, and Jeff Johnson
Absent: none

present during all or portions of the meeting:
Town Clerk Cate McDonald, Property Manager Andrea Scanlon, Events Manager Brooke Curley. Treasurer Susan Johnson
Town Residents: none
Others: none

Proceedings:
Meeting called to order at 7:30 p.m. by Commissioner Sue Daley.

Open forum for Town Residents: no Town Residents were in attendance.

ROUTINE TOWN BUSINESS:
• Minutes: The April meeting minutes were approved.
• Budget: was reviewed
• Election Results: Bill Gaskill won the election for his seat.
• LGIT renewal: the policy was reviewed; Property Manager will advise if the content replacement cost for the Academy needs to be adjusted with the acquisition of the Windsor chairs.

TOWN OPERATIONS:
• Codifying/organize Brookeville Ordinances: Commissioner Gaskill and Town Clerk will work on an action plan to find / update the Town’s ordinances
• Photos of Town / Academy: Events Manager arranged to have a staged wedding photo shoot of the Academy in April. Photos will be available to review soon. The photographer may come out this weekend, weather pending, to take some pictures of an event
• Online Directory: still a work in progress
• Dumpster for bulk trash: the dumpster will be arranged to be placed at the schoolhouse lot June 7-18
• August Commissioners Meeting: The Commissioners will take a summer break and not hold a meeting in August.
• Town Picnic: Sunday, September 16th was selected for the Town Picnic
• Heritage Days: Sandy Heiler will have the Academy and her home open both days. Sandy is currently recruiting docents.

TOWN PROPERTY
Academy:
• Roof: the MHT grant award has not been announced yet.
• Lawn: on hold
• Microwave: the shelf installation to hold the microwave will be next FY
• Roadways: the gravel on North Street is holding up well. Water Street needs some repairs, and Water Street needs to be re-graded, with no new materials added. Market St: Property Manager is working on quotes for pothole repairs. State Senator Zucker will be contacted to see if there are any grants to help pay for the resurfacing of the roads.
• Water St dead-end: a proposal to shorten Water Street was discussed last meeting. There is no money to take the gravel out of Water Street, so this proposal will go no further.
• Recycle bins: unusable recycle bins can be placed curbside on recycle day with a sign for the recycle truck to take the old bin.

Schoolhouse:
• The Scouts are installing the Schoolhouse path and will come back after the fence is installed to check on the path

Public Works:
• Street lights: Dennis Bogin will come to re-light the light at the end of Water Street.

BPC: Commissioner Daley attended the May 1st meeting of the BPC and gave the following update: Mr. Sardelis, owner of the Inn at Brookeville and Parcel 770 (4.3 acres zoned residential within the Town’s boundaries) has leased the Inn at Brookeville to another restaurant, which should open in the next few weeks. Mr. Sardelis is in preliminary consultations with the BPC to build 4 new homes within the Town of Brookeville.

Bypass: The advertisement is out, and bids are expected the 1st week of June. NTP has not been issued.

Other Business:
• $5.700 was approved for repairs to Water and North Streets
• 309/311 Market update: DPS was contacted about demolition by neglect of a historic property. There have been complaints from area neighbors about rats on the properties. 309/311 owner was sent an official notice by MoCo Code Enforcement to clean up the properties and get rid of parked cars in the first week of May with a completion date of the first week of June. If the owner does not comply at that time, the property will be condemned, and the county will initiate car towing and property cleaning. Commissioner Johnson will follow up in early June with the Code Inspector about MoCo cleaning up the property. The properties may be sold in the June 2018 tax lien sale that MoCo holds.

• The Annual Town Meeting – Monday, May 21 at 7:00pm
• Next BPC meeting – Tuesday, June 5
• Next Commissioners Meeting – Monday, June 11.

The meeting adjourned at 8:13pm
Cate McDonald
Town Clerk