Commissioners Meeting Minutes December 14, 2015

Town of Brookeville
Commissioners Meeting Minutes
December 14, 2015

Present: Katherine Farquhar, Buck Bartley, and Sue Daley
Absent: none
Quorum present? Yes

Present during all or portions of the meeting:
Academy Manager Andrea Scanlon and Town Clerk Cate McDonald.
Town Residents: Sandy Heiler
Others: none

Meeting called to order at 7:10 p.m. by Commissioner President Farquhar

Open Discussion:

Minutes: The November Commissioners Meeting Minutes were approved as edited.
Financial: the budget was emailed prior to the meeting. Commissioners will ask the Treasurer to report any anomalies in the budget if she will not be attending the meeting.
The Commissioners will follow up with the Treasurer regarding the following line items:
• 6171 – Credit card – the amount needs to be broken down into categories
• 6180 – Insurance Other
• 6185 – Professional Services – the amount needs to be broken down into categories (ie –legal)
• 6225 – Leaf removal – there should be $3000 in the budget category

Also, has the Town paid Mark Ennes for lawn mowing and if so, how much? Did the Town pay SUMC for parking?

There was a discussion about road work. Commissioner Bartley will be meeting with WSSC about damage that occurred along the eastern portion of Market St. He will ask WSSC about the status of repaving and the speed bump.

There was a discussion about the Town’s Holiday Party. It was estimated that 60 plus Town Residents attended the event. It was a successful event.

Academy Update:
Donna Wills has contacted the Academy Manager about hosting field trips to the Academy starting in April. Her contract is ending with Woodlawn Manor. The Commissioners have no issue with this request but would like the Academy Manager to approve all advertisement for such functions and to ensure the Town and/or Academy receives proper credit as the venue.
Semi-Annual Town Meeting: The meeting is scheduled Jan. 11, 2016 from 7:00pm – 9:00pm with a short Commissioners Meeting starting at 6:00pm. There was a discussion about who the Town Residents would want an update from and was determined roads. The Town will have Josh Bryant from CPH attend to answer questions and will invite a SHA representative to answer questions regarding the ByPass.
The auditor, Debbie Free, will be invited to another meeting in late Spring.
There was a discussion about having people like Debbie Free and Scott Whipple from MHT talk at various meetings.

Commissioner Farquhar has a conflict with the March 14, 2016 and requested the meeting be moved to March 7, 2016. There will be a notice in the Brookeville Times regarding the date change.

The BPC Chair has been invited to speak at the Jan. 11th meeting to discuss permits and the updating of the Comprehensive Plan. BBT Don Moore will also speak about the Taskforce.

There was a discussion regarding notice to Town Residents when a HAWP is applied for. Commissioner Farquhar would like all Residents notified when a permits is submitted – only for major projects. Commissioner Daley was opposed. The HPC listed all HAWP online prior to each of their meetings – if Residents want to find out what permits have been applied for they will need to look online when the HPC agenda are posted. All Town HAWP’s will be advertised in the Brookeville Times. A message to Residents will be added to the Brookeville Times that HAWP’s are listed online.

Town Operations:
Sandy Heiler has worked with the Quinters and had 3 letterhead samples and 2 envelope samples. The Commissioners reviewed the samples and selected a designs.
Cost: $160 for 500 sheets, 70lb
$225 for 500 envelopes
The paper needs to be white as the design has a beige background. The Town will pay for the design and retain rights to the template.
Mrs. Heiler will work with the Quinters for business cards and name badges.
Commissioner Farquhar asked if the Quinters can make a generic banner with room for a message that can change. The sign would be semi-permanent with wooden poles. Mrs. Heiler will ask the Quinters what the cost would be.

No new updates. All 3 Commissioners and the BPC Chair will attend tomorrow’s SHA meeting.

Town Property

Academy: The Academy Manager has asked GONews about the rates for 2016 and purchasing 13 ads (one a month) & 1/16 of a page
Commissioner Farquhar suggested purchasing the 13 ad package and flexibility to make one ad 1/8 of the page and 12 ads 1/16 of a page.
Academy Manager said she will try to barter use of the Academy in lieu of paying for advertising. GONews used the Academy the first week in December for a Holiday gathering.

Academy Grounds: Academy Manager will arrange to have the tree trimming company come and trim the trees on the grounds.
The Commissioners will need to discuss what the priorities for the Academy Grounds before meeting with a Landscape architect.
Commissioner Bartley will ask CPH about their landscape design services. Beyond the ByPass will give input for design and concepts of uses.

Priorities: 1) deep clean-up; 2) walk around for 2-hours with a landscape architect to get ideas.

Lawn Maintenance: The Town will need to seek options for non-herbicide lawn services for the Academy grounds.

Schoolhouse: HAWP for snow guards, gutter repair, and ridge cap. Once approved, Michael Brown will perform the work.
MoldStoppers has not sent any updates.

Heritage Montgomery has suggested that the Schoolhouse site could be the site of an archeological dig looking for the ruins of the Methodist Protestant Church.

Public Works (sidewalks, streets, lights)
No updates. The CPH will start surveying soon.

Commissioner Daley reported that the Johnson’s requested the curb be repaired by their house. Commissioner Bartley will ask CPH about this but the repair will have to wait until repaving of Market Street is approved.

Town Government
Brookeville Directory: need input from BPC and Commissioners.

BPC: BPC requested to stay 7 members while the Comprehensive Plan is being revised. The Commissioners agree to 7 members with defined term limits. The Commissioners will ask for monthly updates regarding the progress of the Comprehensive Plan.

Flags – Commissioner Bartley will work on taking the flags down after Christmas.

“Slow – Children at Play” sign: quote for sign and installation is $396. The Town Clerk will apply for a HAWP.

Town Operations:
Next SHA meeting is Dec. 15 with all 3 Commissioners attending plus BPC Chair
Next Beyond the ByPass meeting is Dec. 17
Next BPC meeting is Jan. 5
Next Commissioners meeting is Jan. 11 at 6pm before Semi-Annual Town Meeting

The meeting adjourned at 9:08p.m.
Cate McDonald
Town Clerk