April 9, 2018 Commissioners Meeting Minutes

Town of Brookeville
Commissioners Meeting Minutes
Monday, April 9, 2018
7:00pm

Commissioners:
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. Treasurer Susan Johnson
Town Residents: 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 opted to speak.

ROUTINE TOWN BUSINESS:
Minutes: The March meeting minutes were approved.
MoCo Hazard Mitigation Plan meeting: Commissioners Daley and Gaskill met with Michael Boldosser from MoCo Office of Emergency Management and Homeland Security to offer the Town’s input on the updating of the County’s Hazard Mitigation Plan. The draft report will be available for preview on April 16th at the Gaithersburg Library.
Budget: questions were asked about the budget:
Line 6205 Payroll Taxes: there was an error in this budget category for 2017
Line 6007 Grants Received: is the $1,875 reported for the Schoolhouse lot improvement grant?
Line 6120 Brookeville Academy: the $2,900(acoustical survey) should be moved to Capital Improvements
Line 6400 Capital Expenses: the -$1,321.75 is from the LGIT streetlight reimbursement. This amount should be moved to Line 6279 Street lighting
Inn At Brookeville: BPC Chair requested Commissioner Daley contact the Inn at Brookeville’s owner to inquire about the work being performed at the Inn. BPC Member Garret Anderson has tried to contact the owner with no results.

TOWN OPERATIONS:
Codifying/organize Brookeville Ordinances: Commissioners Daley and Gaskill met with Sue Ellen Ferguson to discuss various topics. Any codes passed within the Town should be somewhere in the Town’s files and need to be located. The Treasurer will advise how long the financial documents stored in the Academy need to be kept. Commissioner Gaskill will spearhead moving the codification project forward.
Photos of Town / Academy: Photos are complete. The Events Manager will work with the photographer for pictures of any events. There was a discussion about promoting events on Facebook
Town Website / Directory: is a work in progress
BPC update: no update.

TOWN PROPERTY
Academy:
Roof: the grant for the roof was submitted to MHT this week. The grant announcements will be in May.
Lawn: on hold
Microwave: no update

Roadways: there was a discussion about alternative road surfaces other than tar & chip. It will cost approximately $15K-$20K to tar & chip North Street; the Town will need to determine the cost of repair works for tat & chip. Property Manager estimates $3K to repair North Street and will try to have Water Street work done at the same time. The Town will need to rethink winter road maintenance solution.
Quotes for Water & North Streets repairs are in progress
Quotes for topsoil and seed for areas on North Streets range from $890 – $1800. The small section on South Street will be added to the quotes.

Schoolhouse:
The Scouts did some work recently and cleared the pathway and buried the downspouts. The Scouts will be back in April to complete the job. It is unclear if the Scouts will clear the area along the fence line or if the Town will need to clear the fence line. The property will get a quote to clear the fence line. Quote of $650 to auger the post holes prior to installation was received. There may be Town Residents willing to auger the post holes. Town Residents, headed by Duane Heiler, will install the fence.
The pathway between Water and North Streets needs mulch chips. The Scouts will be asked if they can spread the chips on the path.

Public Works:
Street repairs: The Academy Manager proposed shorting Water Street to end at 108 Water’s driveway. There was a discussion about if the Resident of 108 Water can screen the fence line across the street from his home, which is public ROW. The Commissioners have no issue with the Resident planning on the ROW. Market Street, in the area adjacent to 203 Market Street: a quote of $400 to clean scrub and plant grass in that area was approved by the Commissioners.
Street lights: 4 Pepco lights are out; Property Manager will discuss this with Pepco at the April 25th meeting with Pepco.
Schoolhouse Appraisal: LGIT revised their estimated cost of the Schoolhouse to $116,400 ($113,400 building and $3,000 contents). The Town has 30 days to accept or contest the decrease in replacement value.

ByPass: a recent email from SHA Cornelius Barmer advised the Town that ByPass project ad should be released April 10th with bids opening in May 2018. Also, M-NCPPC has signed the required permit needed to start this project.

Other Business:
The Treasurer and the Commissioners will start preparing the Budget for FY ’18-’19. The Treasurer was asked to make a summary of Income Tax Revenue for the past several years and projected Income Tax Revenue.
Next BPC meeting – Tuesday, May 1
Next Commissioners Meeting – Monday, May 14.
The Annual Town Meeting – Monday, May 21 at 7:00pm

The meeting adjourned at 8:42pm
Cate McDonald
Town Clerk

March 12, 2018 Commissioners Meeting Minutes

Town of Brookeville
Commissioners Meeting Minutes
Monday, March 12, 2018
7:00pm

Commissioners:
Present: Sue Daley, Bill Gaskill, and Jeff Johnson
Absent: none
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
Others: Terry Hogan, GONews

Proceedings:
Meeting called to order at 7:20 p.m. by Commissioner Sue Daley.

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

ROUTINE TOWN BUSINESS:
• Minutes: The February meeting minutes were approved.
• Budget: an updated budget was not available for review
• Website: the Town Clerk will work to transition and update the new website to become live.
• Academy update: Brooke reports there are a lot of rentals; She forecast $14K in revenue for this fiscal year.
• Meeting Request:
o MoCo Hazard Mitigation Plan meeting: The Commissioners discussed preferred dates / times to meet with the County representative to review and offer input to MoCo’s Hazard Mitigation Plan. The Town Clerk will schedule the meeting.
o Pepco Municipal Meeting: dates and times were discussed to meet with Tony Ruffin from Pepco. The Town Clerk will schedule the meeting
• Hertiage Days 2018: Sandy Heiler has agreed to run a program on both Saturday and Sunday, June 23-24. The Academy will need to be available both days as a central meeting spot. Mrs. Heiler plans on opeing the Madison House for scheduled tours and Bob Hines will have an archological display. The Town Clerk will fill out the Hertiage Days application and get a check for the Treasurer to cover the $50 fee.
• Recycle Bins: The Town is out of recycle bins. A quote of $231.15 for 15 – 18 gallon recycle bins was discussed. The Commissoners agreed to have 30 recycle bins ordered.

TOWN OPERATIONS:
• Codifying/organize Brookeville Ordinances: The Commissioner are scheduled to meeting with the Town Attorney on March 26th to discuss this topic.
• Photos of Town / Academy: Photos are complete. The Events Manager will work with the photographer for pictures of any events.
• Town Directory: is a work in progress
• BPC update: BPC is in preliminary consultation for 15 High Street to be a mixed-use facility.

TOWN PROPERTY
Academy:
• Roof: the grant for the roof will be submitted to MHT this week. Commissioner Daley signed a letter to be submitted with the grant expressing the Town’s support of this project.
• Lawn: not a priority at this time
• Refrigerator: new one has been installed in the kitchen. The old refrigerator was donated to Our House.
• Acoustics: the acoustical report was reviewed and discussed. Due to budgetary concerns, the Commissioner will not act on any recommendations at this time.
• Microwave: Property Manager is working on a solution to hang the microwave in the kitchen.

Roadways:
• North Street: the regrading of North Street is complete; topsoil and grass seed is needed on the ROW areas.
• Water Street: bids are being sought to regrade all of Water Street.
• South Street: Property Manager will look into seeding the ROW areas
• Market Street: no work done in the past month. Estimated $15K-$20K for pothole repairs to Market St

Schoolhouse:
• Scout Jacob Weinberger came out Sunday to discuss his Eagle Scout project with the Property Manager. The Commissioners reviewed the project drawings and determined the route the mulch paths will take. 4 inches of mulch will be laid on the newly created path. The work should start next week or mid-April, after Spring Break.

Public Works:
• Town Streetlights: the streetlight in front of 307 Market has not power; Property Manager will have Pepco look at the power supply. At least one streetlight needs a new sensor.
• Pepco Streetlights: several Pepco streetlights keep going out after being repaired. Property Manager will contact Pepco about this issue.

ByPass:
SHA has not sent the project out for bid. MNCPP has not issue their permits yet. Commissioner Daley will contact State Senator Zucker as well as MoCo County Exec and our County Councilperson to help move the ByPass project along.

Other Business:
• Next BPC meeting – Tuesday, April 3
• Next Commissioners Meeting – Monday, April 9. Commissioner Johnson will not be able to attend this meeting due to a prior commitment.
• The Annual Town Meeting was set for Monday, May 21 at 7:00pm

The meeting adjourned at 8:42pm
Cate McDonald
Town Clerk

Commissioners Meeting Minutes February 12, 2018

Town of Brookeville
Commissioners Meeting Minutes
Monday, February 12, 2018
7:00pm

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

present during all or portions of the meeting:
Town Clerk Cate McDonald, Property Manager Andrea Scanlon
Town Residents: Matt Pollock
Others: Terry Hogan, GONews; Taylor Waterman outreach for David Blair.

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

Open forum for Town Residents:
Matt Pollock wanted to follow-up regarding his recent email to the Commissioners. Mr. Pollock has safety concerns with the proposed educational program at the Schoolhouse, the porta-potty and parking as well as the cost of the upgrades to the schoolhouse lots,. In addition, Mr. Pollock has concerns with road conditions on North Street and would like to know the timeline for the Town to re-grade and add tar & chip surface to North Street. There was a discussion about the grants that the Town received to pay for the lot improvements at the Schoolhouse, proposed new grants being applied for, the Eagle Scout project, and other cost-saving measures. There were never any plans to allow public parking at the Schoolhouse , with the exception of handicap parking,. Pedestrians will utilize the soon to be built mulch path to the Schoolhouse. The Schoolhouse program is projected to start in early 2019.
Barring any weather delays, North Street will be regraded according to the topological survey in the next few weeks. Estimates for tar & chip are being sought; there is no commitment from the Town Commissioners to use tar & chip on any of the Town’s roads; more research into the cost and long-term repair cost needs to be evaluated. There was a discussion about Brookeville Road, which was thought to be tar & chip but is asphalt; 2inchs vs. 4inches of tar & chip cover for North Street; and snow removal procedures for tat & chip. The Town’s goal is to improve the gravel roads.

ROUTINE TOWN BUSINESS:

Roadways: The Property Manager asked to revisit the amount approved to fix the potholes on Market Street. The allotted $3K will not allow enough to fix the potholes properly. $1,500 has already been spent on some patch repair work, which washed away in a storm. Property Manager will get quotes to fix the potholes and curbs along Market Street. Property Manager will work with Commissioner Gaskill on a priority list for Town projects.

Minutes: The January meeting minutes were approved.

Budget: a review of the Town’s HUR is pending.
A chart that lists the past and project income revenue was discussed.

TOWN OPERATIONS:
• Codifying/organize Brookeville Ordinances: Commissioner Daley spoked to Suellen Ferguson and arranged a meeting for the evening of February 26th to discuss the Town Ordinances and 301/311 Market Street.
• On-line directory: photos have been purchased; work will begin on finishing up the directory / website.
• BPC update: Commissioner Daley will ask BPC Chair to take the online Maryland Open Meeting Act training.
• Election: Commissioner Daley confirmed the Board of Election Supervisors would be Marti Andress, Carmen Harding, and Barbara Ray.

TOWN PROPERTY:

Academy
• Academy Roof: an intent to apply was submitted to MHT to cover 50% of replacement cost of the Academy’s roof. The grant submittal is in March; a decision is expected in June or July. The estimated cost of the roof replacement and gutters is $80K. The grant would require a 50 % in-kind or cash match.

• A grant was submitted to Heritage Montgomery to cover the cost for the Schoolhouse patio, some interior and exterior work at the Schoolhouse, parking lot improvements, and the porta-potty expense.

• Acoustical: The Academy’s acoustical report should be ready for review by the end of the week

• Refrigerator: will be delivered soon

Schoolhouse:
Eagle Scout Jacob Weinberger still working on the paperwork for his project at the Schoolhouse.

Public Works:

• Streetlights: the claim for the streetlight at 308 Market has been paid, less the Town’s $1K deductible. LGIT has requested the other insurance to reimburse the Town our $1K deductible.

ByPass:
SHA and MNCPP have not signed the needed permit for the ByPass. Commissioner Daley will ask State Senator Zucker to intercede.

Other Business:
Next BPC meeting – Tuesday, March 6
Next Commissioners Meeting – Monday, March 12
The Annual Town Meeting was set for Monday, May 21 at 7:00pm

The meeting adjourned at 8:28pm
Cate McDonald
Town Clerk