November 13, 2017

Town of Brookeville
Commissioners Meeting Minutes
Monday, November 13, 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
Town Residents: Barbara Ray
Others: Terri Hogan, Eleanor Wainscott

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

Open forum for Town Residents:

Barbara Ray attended a recent Consolidated Transportation Program (CTP) by SHA and gave Commissioner Daley a copy of the report.  Barbara Ray reported the ByPass is in the report with a start date of 2018 and end date of 2020.

ROUTINE TOWN BUSINESS: 

Minutes:  The October Meeting minutes were approved.

TOWN OPERATIONS:

The Town of Brookeville was awarded a $2,500 grant from Heritage Montgomery for site improvements at the Schoolhouse.  All 3 Commissioner agreed to accept the grant; Commissioner Daley signed the grant acceptance.

No new information was available about the Eagle Scout project proposed at the Schoolhouse.

The 2017 Road Improvement Report to SHA was reviewed and signed by Commissioner Bartley.

Bagged leaf collection:  only 1 household opted for bagged leaves. To save money. it was agreed to cancel the 2nd bagged leaf collection and have residents contact the Town Clerk if they have bagged leaves for disposal.  This information will be in the upcoming Brookeville Times.

Commissioners Daley and Bartley will make an appointment with the lawyer for the Town’s charter, zoning, and ordinances to be reviewed.

Photos of the Academy are still being taken

Flag:  Stefan Syski will be asked to coordinate the taking down of the Town’s flags.

TOWN PROPERTY:
Academy
 MHT will be coming to the Academy this Friday to review the proposed changes to the roof and lawn.  The Town can apply for a capital grant from MHT for a new roof, but the roof cannot be copper.   The intent to apply for a Capital Grant must be submitted in January; the full grant application will be due in February.

Acoustics:  Andrea Scanlon has 3 proposals from 3 consultants that are very similar.  After review and discussion, the Commissioners approved the contract with Phoenix Noise & Vibration for up to $2,900 to analyze the acoustics in both the dining room and lecture hall.

No new information on the refrigerator.

Roadways:

Quote from Serra Stone for $10,800 to regrade North Street.  Commissioner Bartley will ask CPH for feedback on the type of fill stone.

South Street residents have complained about the gully that has formed on the side of South Street.  Serra Stone will be engaged at the daily rate of $1,660 to repairs to South Street and pothole repairs on Water and North Streets.

Schoolhouse:

HAWP has been approved for the fence and brick patio

Streetlights:   Town owned lights

308 Market:  if the Town does not replace this light pole, LGIT states the ACV, less the Town’s $1,000 deductible, would be $3,125.30.  LGIT would attempt to recover the $1000 deductible from the at-fault drivers’ insurer.  The total cost of replacement would cost $15,347.

Other Business:

The Residents at 209 Market have complained about the broken sidewalk bricks in front of their house.  The Property Manager took a look and found 6 bricks in need of replacement.

ByPass Update:  the design plans are complete; there will be no new Partners Meetings.

MML Montgomery County Chapters Legislative Dinner will be Dec. 14th.  Sen. Zucker and Del. Queen will be the Town’s invited guests.  Commissioners Daley and Johnson will attend.

The Semi-Annual Town Meeting is January 22, 2018.  Commissioner Bartley will invite Cornelius Barmer from SHA.

The meeting adjourned at 8:24pm

Cate McDonald
Town Clerk

 

October 9, 2017 Commissioners Meeting Minutes

Town of Brookeville
Commissioners Meeting Minutes
Monday, October 9, 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
Town Residents: Bill Gaskill, Maggie Kay, Fiona Kay, Sandy and Duane Heiler
Others: none

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

Open forum for Town Residents:  no Residents opted to make comments.

ROUTINE TOWN BUSINESS:
Minutes:  The September Meeting minutes were approved.

Academy Rental Update:  The Events Manager is representing the Town at Community Night tonight.

TOWN OPERATIONS:

  • The on-line Resident directory was previewed by the Commissioner.  The Commissioners also viewed the recent professional photos that were taken and made comments and suggestions about the direction of this project.
  • Town Lawyer: The Town Commissioners will formulate questions about how to updates the Town’s Charter in preparation for meeting with the Town Lawyer.
  • Bulk Trash:  the roll off contract was signed by Commissioner Daley.  The roll-off will be available to Town Residents October 27 – November 6, 2017.  Curbside bulk trash collection is scheduled for Nov. 1, contracted out to Our House.
  • Snow Removal contact for 2017-2018 was reviewed and signed by Commissioner Daley
  • Bagged leaf collection will be Nov 1.  There will be another bagged leaf collection later in November, pending scheduling with Our House

TOWN PROPERTY:
Academy

  • Acoustics:  Sandy Heiler’s son consulted with the Academy Managers about ways to make the acoustic more appealing.  The Academy Manager wants to know if the Commissioners want to move forward with making the acoustic better in the Academy.  She could ask MHT for assistance, but they may request an inside easement.  The 3 Commissioners agreed to allow the Academy Manager spending up to $1,500 for consultation on the Academy’s acoustics.
  • Refrigerator:  the Academy Manager presented product information for 2 refrigerators being considered (one model with an ice maker, one model without an ice maker).  Both refrigerators are approx. $2K.  The Commissioners preferred the model without an ice maker.
  • Electric:  no major electrical worked is planned; just upgrade to GFI breakers
  • Microwave:  needs to be mounted on a shelf.

Schoolhouse:

  • HAWP has been submitted for the fence and brick patio installation.
  • Brick sidewalk:  the Resident at 209 Market requested that the brick sidewalk in front of her house be repaired or replaced.  The Property Manager will take a look; maybe some of the bricks can be replaced.
  • No new information about the Eagle Scout Service Project.

Streetlights:   Town owned lights

  • Damaged cast-iron streetlight in front of 308 Market:  the quote for replacement is $15,347.   Commissioner Bartley wanted to know what happens if the Town does not replace this light.  The Town Clerk will ask this question to LGIT and report back to the Commissioners.
  • Streetlight at the Schoolhouse parking pad has been relocated
  • High Street lights:  the sensor on the light in front of the Academy is failing and needs to be replaced.  The streetlight in front of the church has a different light bulb than the others in Town
  • Market Streetlights:  2 lights are out.  The one in front of the Heritage’s is Pepco issue, and the Property Manager will contact Pepco to come out to check the wiring.  The access panel on the light pole in front of the Montgomery’s needs to be replaced.  The light in front of Yinger’s needs a new sensor.

Roadways:

2 quotes for the installation of tar & chip for North Street were reviewed and discussed.  The Town would need CPH to come and stake out the areas that would need to be regraded in addition to the grading and tar & chip.  Estimated cost for North Street to be covered in tar & chip = $30K ($12,300 for grading, $11,800 for tar & chip, plus staking cost).  The Property Manager will ask for a preliminary consultation with HPC to change the road surface.

Other Business:

  • Next SHA meeting is unknown.
  • Next BPC meeting – Tuesday, November 7
  • Next Commissioners Meeting – Monday, November 13
  • Flag: 2 flags were ripped in a recent storm.  There was a discussion about when the flags are put up next year having them only on one side of the street and the need for longer poles.
  • The Cub Scouts who use the Academy for meetings will be in Town Oct. 15 for a fall clean-up around town.
  • Financial:  the budget was reviewed.  There was a discussion about the decrease in taxes and maintaining the reserves.   The questions that needs to be considered is what level of reserves does the Town need to maintain.
  • TBBP:  Commissioner Daley signed the TBBP for Scanlon (tree removal) and Haris (shed & barn installation).
  • The Commissioners authorized the Property Manager to spend up to $2,300 for a new refrigerator.

The meeting adjourned at 8:24pm
Cate McDonald
Town Clerk

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