Semi-Annual Meeting Minutes January 22, 2018

Town of Brookeville
Annual Town Meeting Minutes
January 22, 2017
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, and Events Manager Brooke Curley
Town Residents: Andy & MaryKay Spagnolo, Sandy & Duane Heiler,  Debbie Wagner,  Micole Haris,  Marti Andress, Michael Acierno, Stefan Syski,  Terry & Quinn Anderson,  Buck Bartley,  Bruce Evans, Barbara Ray, Garrett and Beth Anderson, Mark Davis, Todd VanGelder, Arun & Stephanie Deonarain, Chris Scanlon, and Fred Teal.
Others:  Judith Hruz, Greater Olney News; Cornelius Barmer and Aimee Zhang from SHA

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

Brookeville ByPass Update:  Cornelius Barmer and Aimee Zhang
A review of the ByPass Project was presented by Aimee Zhang.    Cornelius Barmer and Aimee Zhang answered questions from Town Residents regarding the construction timeline, bid process, and status of the required permits.

Remembering our neighbor, Bob Heritage: Michael Acierno
Michael spoke a few works regarding Bob Heritage, a former Town Clerk-Treasurer and Commissioner, who died in December 2017.

Introductions of New Commissioner & BPC Chair:

  • Bill Gaskill was introduced as the new Commissioner.
  • Harper Prior was announced as the new BPC Chair
  • Former Commissioner Buck Bartley was thanked for all his hard work for the Town over the last several years..
  • Andy Spagnolo and Fred Teal were recognized for their work on the BPC.

Town Property Update: Property Manager Andrea Scanlon

Academy:

  • Roof:  The Town is applying for an MHT Capital Grant.  If awarded, the grant would pay for 50% of the roof replacement cost.
  • Lawn: MHT archeologists visited the Academy and gave insight regarding the potential planned upgrades to the Academy’s lawn.  The Academy Manager is pursuing grants to cover the cost of this project.
  • Kitchen:  a new refrigerator is on order
  • Acoustics:  acoustical testing was performed at the Academy; the Town is awaiting the results and recommendation
  • Archeology:  the artifacts from the Academy found during renovations will be turned over to MHT for storage and research.  These items will still remain the property of the Town.

Schoolhouse:
A status was given of the recent work performed, and work that is scheduled to be executed was given.    The Heritage Montgomery grant and Eagle Scout project to update the lot was discussed.

Town Streets:

  • South:  repairs were completed
  • North:  regarding plans are complete, bids to regrade the road are out, bids to tar & chip the road are being sought.  The regrading process is weather dependent and is expected to begin this spring.   The plan is to regrade the roadway and wait a few months to make sure the regrading has addressed the drainage issue.
  • Market:  pothole repairs will be performed as needed
  • Water:  potholes will be addressed.

Questions & Comments

  •  Question about sidewalk repairs along Market:  to replace all the concrete and asphalt curbs along Market Street will cost tens of thousand dollars.     Sidewalks along Market Street will be addressed in the post-ByPass era.  The BPC is working on streetscape design for Market Street
  •  Question about Market St. regrading:  one the street is re-graded, new gravel will be laid down.  If tar & chip is applied, it will not add to the depth of the roadway to cause a drainage issue. 
  •  Question about SHA’s sidewalk project along High St.:    the status of this project is not known.
  •  a concerned was raised about the increased traffic along North Street when the Schoolhouse is open:  there will only be 2-3 handicap parking spots at the schoolhouse.  The plan is for cars and buses to use SUMC’s parking lot and have people walk to the Schoolhouse.  A mulch path will be added to the Schoolhouse lot for pedestrian traffic.
  •  A budget update was not available
  •  Commissioner President Daley thanked Sandy Heiler for all her grant writing this past year on behalf of the Town.

The meeting adjourned at 8:24 p.m.
Cate McDonald
Town Clerk

January

Town of Brookeville
 Commissioners Meeting Minutes
Monday, January 8, 2018
7:00pm

Commissioner:
Present:  Sue Daley, Bill Gaskill
Absent:
  Jeff Johnson
Quorum present?
 Yes

present during all or portions of the meeting:
Town Clerk Cate McDonald, Property Manager Andrea Scanlon, Events Manager Brooke Curley
Town Residents:  Buck Bartley, Barbara Ray
Others: Terry Hogan, GONews

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

Open forum for Town Residents:   no Town Residents wanted to speak.

ROUTINE TOWN BUSINESS: 

Minutes:  The December meeting minutes were approved.

Budget:

  • A review of the Town’s Highway User Revenue is pending
  • There was a question about why the allotted funds for Payroll Taxes was almost all spent.   The Commissioners will follow up with the Treasurer.
  • The cost to move the streetlight near the Schoolhouse should be a Schoolhouse expense, not a streetlight expense.

 New Commissioner:  Commissioner President Daley swore-in Bill Gaskill, who was appointed to fill the seat vacated by Buck Bartley’s resignation.

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.
  • Photos of the Town and Academy:  several professional photos will be purchased to use on the Academy’s Facebook page and print material, as well as the Town’s website.
  • BPC Update:  BPC Chair Andy Spagnolo tendered his resignation effected January 9th.  Fred Teal’s term expired December 2017.  The Commissioners agreed that the BPC would be 5 members (Anderson, Booz, Pryor, Scanlon, and Syski). A new Chair will be elected from the current 5 members.

TOWN PROPERTY:

Academy

Academy Rentals.

  • Events Manager thinks Academy rentals are on track to make the projected revenue amount of $20K.
  • Donna Wills has made several weather cancellations with her school program.
  • Events Manager is working on a Facebook page and will get quotes for rack cards.

Academy Roof:   MHT’s Capital Grant program’s intent to apply has been extended 2 weeks.  Sandy Heiler and the Property Manager are still working on the Town’s grant application.
 Academy Lawn: Heritage Montgomery may have a mini-grant for the proposed lawn work and the mini-grant would be due in March.  If the Heritage Montgomery mini-grant cannot be used for the lawn, it may cover signs for the Schoolhouse.
 Refrigerator:  has been ordered and should be installed by the end of the month.

Roadways: Property Manager is working on revised quotes for tar & chip.

 Schoolhouse:
Eagle Project status:  The Eagle Scout is working on the approval process and paperwork.  The Scout has a source for free mulch to use on the walkway.

Public Works:

  • Streetlights:  Dennis Bogan quoted $125 to cap the electric to the streetlight at 309 Market.  The work will be performed Jan 20th.  One the invoice is received the Town Clerk will process the insurance claim. 
  • Street Repairs:  no pothole repair has been performed

ByPass:  Cornelius Barmer and Aimee Zhang from SHA will attend and be first on the agenda.

 Other Business:

  • Next BPC meeting – Tuesday, February 6
  • Next Commissioners Meeting – Monday, February 12
  • The Semi-Annual Town Meeting is January 22, 2018.  The meeting will be in the Dining Room; coffee and cookies will be available.

The meeting adjourned at 8:04pm

Cate McDonald
Town Clerk

December 11, 2017

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

Commissioner:
Present:  Buck Bartley, Sue Daley
Absent:  Jeff Johnson
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:  none
Others: none

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

Open forum for Town Residents:   no Town Residents were present

ROUTINE TOWN BUSINESS:

 Minutes:  The November meeting minutes were approved.

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

  • The cost of QuickBooks Online is increasing to $50 per month.    QuickBooks from Costco is cheaper per month.  If switching to QuickBooks from Costco, the Town would need to get a Costco membership so the QuickBooks account will be in the Town’s name
  • Academy rentals are low compared to $20K in revenue budgeted; currently tracking to be $10K in revenue.   The Events Manager is creating a Facebook page and will have new flyers printed up.

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
  • Some Residents did not understand that leaf collection was bagged.  The Town paid to have leaves vacuumed up from Market Street.  There was a discussion about billing the Residents for this service.  The total cost of $250 from Todd Greenstone.    The Town will have bagged leaf collection next year.

 

TOWN PROPERTY:

Academy.

  • Roof: Property Manager will work with Sandy Heiler on the Town’s intent to apply for MHT’S Capital Grant Program.  Intent to apply deadline is mid-January; the grant application will be due mid-February; awards will be announced in the Spring.  One more roofing contractor will be coming out to give an estimate.  MHT will not approve an all copper roof for the Academy since there is no precedence for an all copper roof for the building
  • Lawn: MHT’s easement advisor and archaeologist came to visit the Academy.   There will not be any grant money for the lawn project.  The Town will be able to level the lawn by adding more dirt, not moving dirt from the Academy lawn.  MHT would be willing for the Town to turnover any archaeologic findings and will waive the $350 box fee since the Academy is an easement property.  The items will be owned by the Town’s, but MHT will store them.     The area of the addition has already been disturbed; MHT will need to approve any screening of this area.  MHT will be able to give guidelines for any disturbance of the land around the Academy.
    The Commissioners will review the paper to turn over the Town’s relics to MHT for safekeeping.
  • Refrigerator:  estimated cost will S&H is $2,235.55.  Property Manager will ask Our House if they would like the old fridge.
  • Acoustics:  consultant coming to the Academy in January

Roadways:

South Street:  repairs complete

North Street:  Property Manager asking for a revised proposal for regrading in accordance with the engineering plans.   There will be approximately 10-12 yards of gravel being removed from North Street that will be disbursed to other areas in Town; smaller gravel will be added to North Street.

Market Street:  Property Manager will get estimated for pothole repair for this winter.

Schoolhouse:  no new updates.

Estimated cost for path and fence is $2,500 – $3,000.  The brick patio will be the last part of this project.

Streetlights:   Town owned lights

The Town will not replace the streetlight at 308 Market.  The Property Manager will get an estimated cost to cap the electrical wiring at 308 Market.

Other Business:

  • Next BPC meeting – Tuesday, January 9
  • Next Commissioners Meeting – Monday, January 8
  • The Semi-Annual Town Meeting is January 22, 2018.  Cornelius Barmer and Aimee Zhang from SHA will attend and be first on the agenda.
  • Karen Montgomery reported an intruder at her home.  Commissioner Bartley will have the police community relations officer visit the Montgomery’s.
  • Commissioner Buck Bartley tendered his resignation effect January 1, 2018.

The meeting adjourned at 8:47pm

Cate McDonald

Town Clerk