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

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