Annual Town Meeting Minutes May 22, 2017

Town of Brookeville
Annual Town Meeting Minutes
May 22, 2017
7:00pm

Commissioner:
Present:  Sue Daley and Jeff Johnson
Absent:  Buck Bartley
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: Andy & MaryKay Spagnolo, Sandy & Duane Heiler, Harry & Karen Montgomery, Debbie Wagner,  Micole Haris,  Maggie Kay, Marti Andress, Michael Acierno, Stefan Syski, Miche Booz, Katherine Farquhar, and Roland & Shirley Bowker
Others: Terri Hogan, Greater Olney News;

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

Commissioner Daley opened the meeting with the introduction of the new Events Manager and Commissioner Jeff Johnson.  Each Resident introduced themselves.    Commissioner Bartley was unable to attend tonight’ meeting.

Updates on the main topics/priorities:

Brookeville Bypass

Commissioner Daley states that the ByPass project is still moving forward.   Both Commissioner Daley and Bartley attended the May 10th SHA Partners meeting where the 100% design plan were available.  The FEMA report and approval are still pending.  There was a set-back:  the SHA’s contractor bid came back too high; the projects needs to go out for bid after the FEMA permits is obtained.  A new bid / contractor is expected to be announced by the end of 2017.    Commissioners Daley and Bartley plan to attend any upcoming SHA Partner’s meetings.  Another change:  the ByPass will be asphalt and not concrete.

 Town Maintained Street / Property

The Property Manager gave an overview of her job description.

  • The Town now owns 75 good quality Windsor chairs; 2 chairs are at the painters.  The old Dining Rooms chairs will be used upstairs in the Lecture Hall; some of the chairs were given away.  The old armchairs were donated to Our House.  Huge Thank You to Sandy & Duane Heiler for all their hard work and time procuring the Windsor chairs.
  • Academy roof:  project is out for bid.   Once all the bids are received the Commissioners will review the options for metal, cedar shakes, and a combination of metal / cedar.
  • Kitchen upgrade;  the kitchen needs a new refrigerator and microwave; there is money the budget for this items.
  • Academy lawn:  the lawn area will be leveled.  The pine tree and flag pole will be moved.  There will be screening around the trash area.  The process will start one the topological maps are received.
  • Schoolhouse: Work that needs to be completed:  rotted wood removal, structure and wood floor repair, replace some exterior trim and remaking the handicap accessible stairs.
  • Gravel Roads:  Water and North Streets had some work performed recently that seems to have fixed some drainage issues.  North Street will have pothole repairs soon and work on the gravel surface in certain areas – these repairs are temporary fixes.  Commissioner Bartley is expecting grading drawings for North Street.  Once the drawings are received and reviewed, the bid process can start.
  • Market Street:  there will some asphalt repair but not a major overhaul of Eastern Market Street.
  • Tree work:  there will be some tree work, especially to the Ash trees on North and South Streets

Comment: Debbie Wagner would a speed bump installed from her driveway to WSSC to slow speeding cars.

Comment:  Water Street is regrading and water run-off?  Where is the water being directed?  The plan is to get the water to run down the street and off into the woods.

Comment: North Street trees – has the HPC permit been filed?  How many trees are being removed as part of the Schoolhouse project?  Potentially there are 5 dead or dying trees on the schoolhouse lot; there will be some pruning of trees in the Town’s ROW along North Street.

Comment: 2nd Debbie’s request for a speed bump in front of her house.

Comment:  Harry Montgomery has a comment about Water St.  There is a lot of water in front of his garage – why lower part of Water Street but not the portion in front of his garage?  Maybe a better ditch from his garage down the hill along Water Street will help drain the water.  Mrs. Montgomery does not want a ditch where she parks their cars.

The Town can take a look and see how much gravel is in the drain.  The Town plans on engaging CPH for design plan for all of Water Street

Comment: Market Street work:  will the speed bumps be made more visible?  The lower speedbump will be totally replaced; the upper-speed bump was recently redone by WSSC.  The Town is not sure about the painting of the speed bumps.  The Town needs to think of what image it would like to project.

FY’ 16-17 Budget:

The Town’s main revenue is taxes.  The Comptroller of Maryland claims the Town was overpaid an average of $55K every year.  The Town tax revenue stream will be reduced for future years.  The Town can expect $60K total in tax revenue next fiscal year.

Comment: Did the Town takes steps to end the tax increase enacted 2 years? Yes, the tax increase will expire in June 2017

Comment: The Comptroller of Maryland office made a mistake but does not want to admit it made a mistake with the tax revenue over the past several years.  The Town was not negligent with the tax issue, it a competence issue the Office of the Comptroller.

The Town would like the Comptroller of Maryland to justify their numbers.  Commissioner Bartley will continue to work on the issue.

Comment:  what is the current income from the state per household?  Not sure

 Draft FY’ 17-18 Budget

The draft Fiscal Year 2017-2018 was reviewed.

Comment:  Line 6185 – what services fall under Professional Services?  Services such as the Town’s lawyer, and CPH for surveys and drawings.

  • There have been cutbacks for the Fiscal Year 2017-2018 due to tax shortfall.  The Town’s reserves are in good shape.
  • Line 6025: Local Income Tax:  The Town needs to figure out how the State figures out the amount they pay the Town.  The revenue needs to be stable from year to year to keep the Town sustainable.

Open Discussion

Comment:  Ownership of High Street post Bypass. The SHA cannot make the Town take ownership. The Town does not have the resources to maintain the road. SHA is open to working with the Town to reconfigure the road into a small town streetscape.  The sidewalk project along High Street is on hold.

Comment:    Any update on the new owners for the Inn at Brookeville Farms?  The new owners came to one BPC meeting but have not contacted the Town since.

Comment:  There is a property in Town the needs some major clean-up.  The plumbing shop is a chemical dump and the Town will probably need to clean it up since the owner is not in good health.  What will happen to that property? The Commissioners can work with MoCo help with problem properties.    MoCo has standards for properties; they can force the property to clean-up or clean it up and put a lien on the property.

Comment: any update on 309 / 311 Market?  The process has started with MoCo again.  The inspector came out and met with the Commissioners and started the process again.  It is a long process, and more action should take place at the end of the year.

Are there specification criteria to clean up the property?   The County has a very specific standard.  The next step after this is the Town will consult the lawyer:  the Town can clean-up the property and put a lien on the property.  The MoCo inspector could not step on the property but could take pictures from afar.

An adjacent property own has concerns about flammable items possibly being stored on the property and the possibility of another fire.

Comment:  There was a discussion of Bob & Dee Heritage declining health.   Their children are helping to take care of them and having groceries delivered.

 The meeting adjourned at 8:09 p.m.
Cate McDonald
Town Clerk

May 8, 2017

Town of Brookeville
Commissioners Meeting Minutes
May 8, 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: Debbie Wagner
Others: Terri Hogan, Greater Olney News; Vikki Garcia, Community Outreach for John Sarbanes

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

Updates:

  • CPH Engineering:  the grading drawings for the lower end of North Street are nearing completion.  Once the drawings are received and reviewed, the bid process can start. 
  • The Property Manager is meeting with Serra Stone this week for pothole repair on the gravel roads.   Pothole repair will take place as soon as possible.
  • Property Manager is compiling a list of asphalt companies for bid out repairs to eastern Market Street. 

 Open Discussion for Residents’ questions and comments

Debbie Wagner  reports the Pepco light in front of her house is a danger  to her at night; she does not want the light repaired or in working order.  Debbie Wagner reports that she cannot see the cars approaching Market Street from Brighton Dam Road because of the glare of the Pepco light.

 ROUTINE TOWN BUSINESS:

 Minutes: The approval of the March and April meeting minutes was deferred.

Financial:  FY ’16-’17 budget:  Line 6025 local income tax:  $130K was budgeted as income but only $30K received to date; $55K is the estimated amount at the end of the fiscal year. The anticipated amount for FY ’17-’18 is $60K.  There was a discussion about the Local Income Tax Overpayment Forgiveness bill. Commissioner Bartley is not satisfied with the response from the State.  The Town Commissioners and Treasurer will ask for a meeting with State officials, Jim Pasko (State of Maryland), and Senator Zucker.  The Commissioner want the State to be transparent and justify how they came up with the figures.

 The draft FY ’17-’18 budget was discussed at great lengths; line by line.   Several line items were consolidated. The majority of the line items were decreased from previous years to lessen the budget deficit.  The Treasurer will update the budget, send it to the Commissioners for review, and have the draft FY ’17-’18 budget ready to post to the Town’s website by May 15th.

TOWN OPERATIONS:

  • Academy Rental Update: there has been a lot of interest in renting the Academy.  Rentals are strong for June.  The Events Manager wants to increase rental rates by $25 across the board with the exception of long term renters and the Resident rate (which will remain $150).    Unanimous approved by Town Commissioners.  New rental rates will take effect July 1, 2017
  • codifying/organize Brookeville Ordinance:  the Town’s current charter will be reviewed by the Town’s lawyer
  • Election:  scheduled for tomorrow, May 9, from 3:00pm -8:00pm.  Barbara Ray will be assisting Election Supervisor Marti Andress.
  • Heritage Days Sunday, June 25, 2017, 12n – 4pm:  Will be advertised in the upcoming Brookeville Times.

TOWN PROPERTY:

Academy

  • Academy Metal/Shingle-Shake Roof:  Property Manager is still soliciting bids for the Academy roof.
  • Academy Lawn:  project for next FY.

Schoolhouse

  • Arborist Report for North Street: Property Manager needs a letter from the arborist for the trees that need to be removed on the Schoolhouse ground.  Once received, she will submit an HAWP.
  • Work that needs to be completed:  rotted wood removal, structure and wood floor repair, replace some exterior trim and remaking the handicap accessible stairs.
  • A copy of the Heritage Montgomery agreement is needed.

Streetlights:  the contractor is still waiting on the ballast to be available.

ByPass:  next SHA Partners meeting is May 10th

Other Business

  • Estimated cost for redesigned website is $3,880 from Clark Concepts.  The new website will have a Resident portal and the ability to reserve the Academy and Schoolhouse on-line.    Commissioner Daley signed the contract.
  • The Treasurer will arrange a conference call with Jim Pasko and talk with MML.
  • The Annual Town Meeting is May 22.  Agenda items will update for the ByPass and Town roads; review of  FY ’16-’17 budget; presentation of FY ’17-’18 budget.
  • Town Clerk will renew the Town’s insurance with LGIT
  • Town picnic will be September 17 from 4pm – 7pm
  • Holiday Party will be December 2nd starting at 6pm.

 

The meeting adjourned at 9:27p.m.
Cate McDonald
Town Clerk

 

April 3, 2017

Town of Brookeville
Commissioners Meeting Minutes
April 3, 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, and Events Manager Brooke Curley
Town Residents: none
Others: Terri Hogan, Greater Olney News

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

Open Discussion:

  • Dennis Bogin has a Scout that wants to perform an Eagle Project in Brookeville.   One of the options would be working on the Mill Rack and mapping a circular walking path around Town.  The Property Manager will give this option to Dennis Bogin.
  • Program Open Space: submit ion deadline for proposals for development projects and/or acquisitions for the FY18 Annual Program by Friday, May 26, 2017.   Each project requires at least a 25% local match to State POS funds.  The match may consist of dollars, services, land or other contributions.   The Property Manager will review the program and see the grant can be applied to trails.
  • Welcome to Brooke Curley, the new Events / Marketing Manager for the Town.  Her email address will be events@townofbrookevillemd.org
  • The Town Commissioner met with Suellen Ferguson of Council Baradel to retain her services as Town Lawyer.  She is an experienced municipal lawyer.  Her proposed contract was reviewed.  Commissioner Barley will sign the contract when the original is received in the mail

 ROUTINE TOWN BUSINESS: 

Minutes: The approval of the March meeting minutes was deferred.

Updates:

  • CPH has sent the proposed designed for North Street.  The roadway will be regraded near 209 Market Street.  Commissioner Bartley will walk the area with Chris Scanlon and Miche Booz before the design is finalized and RFP is sent out.   Commissioner Bartley will discuss the proposed roadwork with the nearby neighbors.
  • Commissioner Bartley will get a quote from Maxxon to fill potholes on the gravel roads.  The work will not commence until next FY – summer or early fall.

Financial:  The budget reports were emailed prior to the meeting.

The Treasurer was not available and the Commissioner will follow-up with her about the FY ’17-’18 budget submission deadline.

The Commissioners want to focus on the changes to be made to the Academy,

There has been no word from MHT about the regrading of the Academy lawn.

Bulk Trash:  the Commissioners decided against a door-to-door bulk trash collection.  A dumpster was approved for the late April / early May timeframe – estimated cost $500.    The Town Clerk will check with B&B about bagged leaf pickup for this fall vs. leaf vacuum.

TOWN OPERATIONS:

  • Heritage Day:  all paperwork has been submitted to Heritage Montgomery.  Sandy Heiler will be running the same program as last year.

 TOWN PROPERTY:

Academy Update:
Roof:  still in the bidding process

Interior:  Property Manager will review the kitchen redesign with the Events Manager

Schoolhouse Update:   

  • The Property Manager and Commissioner Bartley walked the Schoolhouse lot with the Arborist.  He will revise his proposal to allow for 2 tree removals.  The current proposed contract is $1600; with the additional tree work, the estimated cost is $2500.
  • 2 proposals for the carpentry work have been received; a 3rd proposal is expected to be submitted.  One all proposal are received, the work will be awarded.
  • Streetlights:  the ballast are hard to get from the manufacturer; the electrician is working on obtaining ballasts before any work commences.
  • The Property Manager will contact HPC to see if a permit is needed to move the streetlight near the schoolhouse. 

ByPass:  the next partners meeting is Tuesday, April 11 in Baltimore

Other Business

  • The Town Election is May 9th.  Commissioner Bartley will follow up with Suzy Moreau about assisting with the election and ask Barbara Ray to be an election judge to assist the Supervisor of Elections.
  • Party for Katherine Farquhar:  it was discussed what the Town would pay for the party.  It was decided that the Town will pay for the beer and wine.
  • Flags:  Commissioner Bartley would like to buy all new flag poles.  The poles need to be longer, so the flags do not wrap around the poles.  He will get a price quote for all new poles.
  • There was a discussion about the status of Local Income Tax Overpayments – Local Reserve Account Repayment – Forgiveness
  • MML 2017 Summer Conference:  Commissioner Daley cannot attend; Commissioner Bartley is undecided.

The meeting adjourned at 8:27p.m.
Cate McDonald
Town Clerk