Category: Commissioners Meeting Minutes

September 8, 2003

ATTENDING: President Richard Allan, Commissioners Robert Heritage and Les Unglesbee, Clerk-Treasurer Susan Johnson, resident Andrea Barr and Terri Hogan from the Olney Gazette were in attendance. The meeting began at 8:00 p.m. at the Brookeville Academy.

MINUTES: The minutes for July were read and accepted as submitted.

FINANCIAL REPORT: The financial report was reviewed and accepted.

REGULAR ORDER OF BUSINESS:
1. Operations and Maintenance:
Public Maintenance. Susan Johnson reported that Arbor Care pruned the large ash tree in front of the academy as well as applying nutrients to it. Ms. Johnson also reported that the Pepco forester came out to examine the trees in front of 209 Market St. for toping. She was told that the town would first need a permit from the Maryland Department of Environment before they could be removed. She has called them and they are in the process of scheduling a visit and issuing a permit if needed. Once a permit is received, Pepco will coordinate their schedule with Arbor Care to top the trees. Arbor Care will then finish removal of the trees and haul everything away.

Ms. Johnson received a reply from Damascus Lawn regarding the letter that was written to them about untimely service. They addressed the problems in the letter and verified that the crew would be in the town that week to comply with the terms of the contract.

2. Schoolhouse Restoration Commissioner Unglesbee suggested that a copper roof on the schoolhouse rather than a tin roof might have been a more cost-efficient choice because copper would not need to be painted. President Allan explained the reason behind going with terne/steel was that it would have been what was original to the building and that the issue had been a matter of discussion with architect Miche Booz.

3. Laytonsville Tree Dedication – Commissioner Heritage volunteered to purchase and set up installation for the White Oak tree at the Laytonsville Town Hall that was to be dedicated to the retired Mayor Charles White of Laytonsville. President Allan asked Ms. Johnson to set up coverage with the Gazette once the tree dedication is scheduled. A resolution by the Town Commissioners had previously been enacted that honored Mayor White for his community service.

4. MML Chapter Update – President Allan stated that the town would be sponsoring Delegate Karen Montgomery as a guest at the annual Maryland Municipal League Chapter Meeting in November. He also suggested that the town host an MML chapter meeting in the future. It was agreed that we host a meeting and President Allan stated that he would coordinate with Mayor Sidney Katz of Gaithersburg and President of the MML Chapter for a month that is available.

NEW BUSINESS

No new business.

The meeting adjourned at 9:15 p.m. The next meeting is on October 12, 2003 at 8:00 p.m. at the Brookeville Academy.

Respectfully submitted,

Susan L. Johnson
Clerk-Treasurer

July 11, 2003

ATTENDING: President Richard Allan, Commissioners Robert Heritage and Les Unglesbee, Clerk-Treasurer Susan Johnson were in attendance. The meeting began at 8:00 p.m. at the Brookeville Academy.

MINUTES: The minutes for June were read and accepted as submitted.

FINANCIAL REPORT: The financial report was not available.

REGULAR ORDER OF BUSINESS:

1. Operations and Maintenance:
Public Maintenance. The gutters have been cleaned by Orbe Painting. The Commissioners agreed to contract with Orbe to return in the fall after all of the leaves have dropped to clean the gutters again. Ms. Johnson met with the owner and arborist of Arbor Care to get a price on tree care for the town trees. She took him around the town to point out which trees were on town property. The large ash tree in front of the Academy is not in good condition. The arborist reported that the two maple trees in front of 209 Market Street are almost dead and should be removed. These trees have previously caused damage from dropped limbs. Since they are between the Pepco wires, Pepco will have to come out and top them. Ms. Johnson spoke to the forester at Pepco who said an inspector would be out to evaluate the trees. The Commissioners concurred with Ms. Johnson signing a work order to have Arbor Care work on the ash tree at the Academy. The Water Street sign has been delivered. It will be installed at the completion of construction of the subdivision.

Ms. Johnson expressed concern over the lack of timely service being provided by Damascus Lawn Service. The town has a contract with them to do specified town public space maintenance. She reported that they are not showing up weekly or even biweekly. Commissioner Unglesbee and President Allan suggested that a letter be prepared outlining the performance problems and requesting improvements or consideration would be given to terminating the contract. The Commissioner’s approved withholding one month’s payment to them.

2. Academy. President Allan sent letters to residents Barbara Ray, Debbie Grippaudo and Michael Murphy about the problem with noise at a recent Academy event. He outlined the steps the commissioners have taken to alleviate the problem in the future. An addendum has been added to the rental contract providing for forfeiture of security deposits for excessive noise and parking on private property. President Allan asked Ms. Johnson to review catalogues for appropriate No Parking signs for 1 and 3 High Street with regard to the Academy parking issues.

3. Signs. The Civil War sign has been installed in front of the Academy. Ms. Johnson is getting pricing on purchasing similar style signs for the Newlin millstone, the Brookeville angel, and the schoolhouse from the same vendor.
NEW BUSINESS

There will be no meeting in August.

The meeting adjourned at 9:30 p.m. The next meeting is on September 8, 2003 at 8:00 p.m. at the Brookeville Academy.

Respectfully submitted,

Susan L. Johnson
Clerk-Treasurer

June 9, 2003

ATTENDING: President Richard Allan, Commissioner Robert Heritage, Clerk-Treasurer Susan Johnson, and resident Debbie Grippaudo were in attendance. The meeting began at 8:00 p.m. at the Brookeville Academy.

MINUTES: The minutes for May were read and accepted as submitted.

FINANCIAL REPORT: The financial report was reviewed and accepted.

REGULAR ORDER OF BUSINESS:

1. Election. Commissioner Heritage ran unopposed. He was reelected with 22 votes. President Allan swore him in as Commissioner for a two-year term.

2. Operations and Maintenance:
Public Maintenance. Ms. Johnson ordered a Maryland flag for the flagpole outside the Academy. Orbe Painting returned to fix the down spouts that had not been reattached when Orbe painted the Academy last year. Ms. Johnson expressed concern over the health of the large ash tree in front of the academy. There are several dead branches that overhang High St. that could be a hazard should they break off. She will contact several tree companies to get a price on pruning. She will also ask them for an assessment of other trees in the Town’s right-of-ways.

3. Bypass. No new development was reported.

4. Academy. Resident Debbie Grippaudo, who lives at 3 High St. located next to the Academy, attended the meeting to express concerns about a recent party event at the Academy. She complained about several very loud parties that have been late in the night. She also stated that during some events, people are parking in her driveway as well as the parking lot of Bell & Frech. President Allan expressed regret that she and other residents had been bothered by the party and he went on to explain a number of Academy usage policies that direct renters to park at the Church parking lot and that impose penalties if events go beyond specified curfew times. He also indicated that the Academy’s business manager is very careful to review those policies with renters and vets renters as carefully as possible. He indicated that in the recent case he called the police when the excessive noise drew resident complaints and the organizers could not reduce the noise. That said, he thanked Ms. Grippaudo for her comments and indicated that the Commissioners would carefully consider adjusting policies or taking other actions to help reduce the likelihood of future problems. The Commissioners then discussed adding addenda to the rental contract to specify that parking on private property as well as excessive noise could result in forfeiture of the security deposit. They also suggested that the Town obtain an appropriate no parking sign for Ms. Grippaudo’s driveway and for Bell & Frech.

5. Budget. The 2003-2004 budget was presented at the annual meeting on May 22, 2003. There were no objections or comments from those attending the meeting. Commissioner Heritage made a motion to adopt the draft budget. It was seconded by President Allan and passed unanimously. The commissioners discussed paying down the mortgage with some of the reserve funds that have accumulated. Ms. Johnson suggested that such a pay down be deferred until the current note is up for renegotiation. She will also obtain information on refinancing the note at an earlier date through Sandy Spring Bank.

6. Schoolhouse. Due to the excessive number of rain days, the roof has not yet been installed. Otherwise, interior and exterior carpentry has continued. The windows are being reconstructed as well.

NEW BUSINESS

There was no new business.

The meeting adjourned at 9:30 p.m. The next meeting is on July 14, 2003 at 8:00 p.m. at the Brookeville Academy.

Respectfully submitted,
Susan L. Johnson
Clerk-Treasurer

May 12, 2003

ATTENDING: President Richard Allan, Commissioners Robert Heritage and Les Unglesbee, Clerk-Treasurer Susan Johnson, resident Andrea Barr, and Terri Hogan from the Olney Gazette were in attendance. The meeting began at 8:00 p.m. at the Brookeville Academy.

MINUTES: The March minutes were unavailable

FINANCIAL REPORT: The financial report was reviewed and accepted. Ms. Johnson reported that the town has received a $43,000 Public Utility tax payment from the State. As the Town has never received such a payment before, she has been researching the matter to ensure no mistake has been made.

REGULAR ORDER OF BUSINESS:

1.Operations and Maintenance:
Planning Commission – President Allan raised the importance of getting the Town’s American flags up by Memorial Day. Ms. Johnson reported she had already spoken to a town resident, Wayne Harding, who volunteered to do the installation and to use longer, sturdier screws than those that came with the original flag holders. Commissioner Unglesbee volunteered to assist Mr. Harding.

2.Bypass – Ms. Barr asked if she could help with this project and what has been done in the past. She suggested placing a sign to suggest traffic take alternate routes. The commissioners summarized the various strategies the Town has undertaken in the past to advance the Bypass project and also explained the current situation. They agreed with Ms. Barr that letter writing and otherwise lobbying key officials to support the project’s funding would be very useful. The Commissioners indicated that the Governor’s position and that of the Secretary of Transportation (MD) would be crucial.

3. Web Site – The new site is now up and is much easier to navigate than the prior one. Ms. Johnson continues to work with the webmaster on updates as well as changes that need to be made.

4. Academy – Commissioner Unglesbee expressed concern over whether there is sufficient communication/liaison with the Salem Methodist Church regarding the use of its parking lot by Academy renters. He inquired as to whether or not the church is consulted on availability of parking before we commit to an event. President Allan said he would find out about this and if it were not happening routinely, would ask Ms. Allan, who is responsible for Academy rentals, to ensure appropriate coordination.

5. Schoolhouse – Due to the rain, the roof has not yet been installed.

NEW BUSINESS

President Allan noted that Mayor Charles White of Laytonsville, would be retiring after 24 years of service. He said he would like the town to do something to honor him and suggested a resolution and perhaps the planting of a tree on the grounds of the Laytonsville Town Hall in his honor. He then introduced a resolution paying tribute to Mayor White’s public service (attached), which was passed unanimously.

President Allan has been working on a draft budget for the May annual meeting. He will distribute it to the other commissioners for input prior to the meeting.

The meeting adjourned at 9:50 p.m. The next meeting is on June 9, 2003 at 8:00 p.m. at the Brookeville Academy.

Respectfully submitted,
Susan L. Johnson
Clerk-Treasurer

April 14, 2003

ATTENDING: President Richard Allan, Commissioners Robert Heritage and Les Unglesbee, Clerk-Treasurer Susan Johnson and Terri Hogan from the Olney Gazette were in attendance. The meeting began at 8:00 p.m. at the Brookeville Academy.

MINUTES: The March minutes were read and accepted as amended.

FINANCIAL REPORT: The financial report was reviewed and accepted.

REGULAR ORDER OF BUSINESS:

1. Planning Commission – The Commissioners approved a building permit for a house addition to be constructed at the home of Bruce and Toni Evans located at 204 Market St.

2.Operations and Maintenance:

Public Maintenance. Commissioner Unglesbee made a motion that the town purchases a service contract for the Academy elevator from Premier Lifts at a cost of $490 per year. The repair work that previously has been done would be covered under this contract. Commissioner Heritage seconded the motion and it passed unanimously. President Allan asked Ms. Johnson to find a contractor to clean the gutters of the Academy. He also asked Ms. Johnson to order a street sign for the new Water Street. Regarding the three historic interpretative signs partially funded by the Historic Preservation Commission, President Allan said that he has prepared the text for the signs for the Newlin millstone, Brookeville Angel, and the Schoolhouse. He is planning to speak with Signs by Tomorrow about sign design options. He said he would like to have them installed by the annual meeting in May.

3. Bypass – The County Executive has included money for the next phase of the bypass in his new transportation program. Apparently, the availability of these funds to the County is a function of whether or not Governor Ehrlich signs off on a special car registration tax approved by the General Assembly and specific only to Montgomery County.

4. Web Site – The redesigned web site is almost complete. All of the links have been changed and Ms. Johnson has been working with the technical support person on the transition.

5. Schoolhouse – The old roof has been removed and the new one should be installed this week should the weather cooperate.

NEW BUSINESS

Congressman Al Wynn held his annual 4th District art reception and awards ceremony at the Brookeville Academy on April 14th. A Sherwood senior won top prize and his work will hang in the Capitol Building with other award winners from around the country. Congressman Wynn is also giving the town an American flag that has been flown over the Capitol.

The meeting adjourned at 9:40 p.m. The next meeting is on May 12, 2003 at 8:00 p.m. at the Brookeville Academy.

Respectfully submitted,

Susan L. Johnson
Clerk-Treasurer

March 10, 2003

ATTENDING: President Richard Allan, Commissioners Robert Heritage and Les Unglesbee, Clerk-Treasurer Susan Johnson and Terri Hogan from the Olney Gazette were in attendance. A member of Boy Scout Troop 759 and his parents also attended the meeting. He is working on fulfilling the requirements for a government badge. The meeting began at 8:00 p.m. at the Brookeville Academy.

MINUTES: The January minutes were read and accepted as amended.

FINANCIAL REPORT: The financial report was reviewed and accepted.

REGULAR ORDER OF BUSINESS:

Margaret Van Gelder was sworn is by President Allan as Supervisor of Elections. She will reside over the May election for one commissioner.

1. Planning Commission – President Allan spoke to a former town attorney, Nancy Floreen, about the property located on High Street. A potential buyer for the property apparently contends that the property may be subdivided. President Allan was asked by the Planning Commission to discuss the matter informally with Ms. Floreen as she had drafted the zoning and subdivision ordinances. Ms. Floreen advised that the Planning Commission consider making a determination based on their reading of the Master Plan and the zoning/subdivision ordinances. Should they believe that subdivision in this case should not be permissible, they should so decide. If a buyer of the property then wants to contest this position, then they can litigate. The Commissioners also approved a permit for a house addition to be constructed at 208 Market St.
2.Operations and Maintenance:

Public Maintenance. The commissioners discussed the problem of residents not clearing sidewalks during the snowstorms this winter. President Allan suggested the town might want to purchase a snow blower. There is concern about where to store it and who would operate it. President Allan noted that the Town of Somerset hires contractors to keep sidewalks clear. The Commissioners took no action on this matter. The Sheahin property has submitted a subdivision application for the May Planning Commission meeting. An ad to this effect will be run two times in the Gazette prior to the meeting. Ms. Johnson reported that she would send a revised maintenance schedule to Damascus Lawn regarding the public maintenance contract.

3. MML Business – President Allan attended the annual Montgomery County MML Chapter meeting with County Executive Doug Duncan. He reported that the main issue at the meeting was the very bad budget situation at the County and State levels and how it was impacting on municipalities. Additionally, the head of the Emergency Management office for Montgomery County attended and reported on the process for recovering snow removal costs from Disaster Assistance funding from the Federal government. The MML Chapter will meet with the County Council at its March meeting.

NEW BUSINESS

President Allan reported that the Local Government Insurance Trust (LGIT) has purchased terrorism insurance for all member towns at no additional cost to the towns.

Election 2003 – the election will be held on Tuesday, May 13^th from 4:00 – 9:00 p.m. The current term of Commissioner Heritage will expire and thus the election is for one commissioner for a two-year term. Nominations must be submitted to Ms. VanGelder by April 21^st. Ms. Johnson will send out the nomination letter announcement to all residents this week. The annual meeting will be held May 19^th at 8:00 p.m.

The meeting adjourned at 9:45p.m. The next meeting is on April 14 at 8:00 p.m. at the Brookeville Academy.

Respectfully submitted,
Susan L. Johnson
Clerk-Treasurer

February 10, 2003

ATTENDING: President Richard Allan, Commissioners Robert Heritage and Les Unglesbee, Clerk-Treasurer Susan Johnson and Terri Hogan from the Olney Gazette were in attendance. Planning Commission Chair Chris Scanlon and Planning Commissioner Make Friis were also in attendance. Seven members of Boy Scout Troop 759 and their parents attended the meeting.� They are working on fulfilling the requirements for a government badge.� The meeting began at 8:00 p.m. at the Brookeville Academy.

President Allan welcomed the troop and gave an overview of town government and our Planning Commission.

MINUTES: The January minutes were read and accepted as submitted.

FINANCIAL REPORT: The financial report was reviewed and accepted.�

REGULAR ORDER OF BUSINESS:

1. Planning Commission – Mark Friis, on behalf of the Planning Commission, raised a possible legal issue with the Town Commissioners concerning the residential property for sale at 14 High Street.� He reported that a builder has a contract on the property and believes that it can be subdivided to allow for the construction of a house.� The builder has cited an �old� map he alleges shows two parcels.� The property receives one tax bill.� Mr. Friis further reported that he contacted Stan Abrams, a land use attorney, for a preliminary opinion on this matter.� The builder, however, had already engaged Mr. Abrams.� All commissioners agreed that an attorney�s advice should be solicited. President Allan agreed to explore retaining an attorney and then set up a meeting with the Planning Commission and the Town Commissioners for further discussion.

Chair Scanlon brought three building permit applications for the Rotter property subdivision from Crane Builders for final approval from the Town Commissioners.� He reported that Crane Builders had agreed to make the changes that the Planning Commission requested.� The Town Commissioners approved the subject permits.� The Commissioners also approved a building permit for a gravel parking area to be installed at the Miche Booz Studio on South Street.

2.Operations and Maintenance:

Public Maintenance.� Leary Trucking delivered and spread a truckload of gravel on North Street. At the request of the Town, Mr. Leary also left a small pile of gravel midway on North Street for pothole repair and general maintenance.

3.Bypass- President Allan sent congratulatory letters to Chris McCabe, nominated by Governor Ehrlich to be Secretary of Human Resources, and Robert Flanagan, nominated to be Secretary of Transportation.� He also sent a letter to Delegate Peter Franchot, chair of the Transportation Committee in the House regarding the Town�s continued interest in seeing the Brookeville Bypass funded for the next and final stage of its development � design and construction.� He reported as well that District 14 Delegate Karen Montgomery has been working hard lobbying for the Bypass in Annapolis.

4.� Schoolhouse- The sub flooring has been installed. The new roof will be installed in February depending upon the weather.

NEW BUSINESS
None

The commissioners answered questions from the Boy Scouts and their parents concerning how the Town is governed, its budget, elections and land use and zoning.

The meeting adjourned at 10:00 p.m. The next meeting is on March 10, 2003 at 8:00 p.m. at the Brookeville Academy.

Respectfully submitted,
Susan L. Johnson
Clerk-Treasurer

January 13, 2003

ATTENDING: President Richard Allan, Commissioners Robert Heritage and Les Unglesbee, and Clerk-Treasurer Susan Johnson were in attendance. Terri Hogan from the Olney Gazette and residents Richard Chandler, Fred Teal, Michael Acierno and Mark Friis were also in attendance. The meeting began at 8:00 p.m. at the Brookeville Academy.

MINUTES: The December minutes were read and accepted as submitted.

FINANCIAL REPORT: The financial report was reviewed and accepted.

REGULAR ORDER OF BUSINESS:

1. Operations and Maintenance:
Public Maintenance. The above-named residents representing North Street came to the meeting to discuss potholes in the street’s gravel surface and their desire for more frequent maintenance of the road. They pointed to the rapid deterioration of the road, especially in the last month. They indicated there were many large potholes. President Allan acknowledged that the Town did need to establish a more regular maintenance schedule for the Town’s two gravel streets, North and South Street. The new Water Street will also be a gravel surface and will be part of the new schedule once residential construction activity is completed on Water Street. He also pointed out that after a long period of draught and then significant and heavy rain over the past six months along with increased traffic on North Street, the road surface took a beating. Snow plowing made matters worse. President Allan reported that he had already arranged with Leary Trucking a delivery of #8 gravel to repair the road surface and to provide a maintenance pile for filling any potholes when they develop. If weather cooperated, the delivery was scheduled for January 17. He also stated that the Commissioners would develop a regular maintenance schedule for the gravel streets. Everyone agreed that this was acceptable. The Town will re-examine the street in the spring for appropriate repair and additional gravel.

Academy Rates & Policies – The new previously agreed upon Academy use policies and rates are now in effect and have been added to the Town web site.

2. Bordly Drive – The County provided an update on this important project that reports that construction is to begin in late winter of this year with completion scheduled in 14 months ( Spring 2004). The contract was awarded to Concrete General for $1,150,000. It will also include a bike path, decorative streetlights, and appropriate modifications on Georgia Avenue.

3. MML, Montgomery County Chapter – President Allan attended the annual MML Montgomery Chapter legislative update and dinner for the County delegation to the Maryland General Assembly. The town hosted new delegate and town resident, Karen Montgomery. Resident and Town Planning Commissioner Mark Friis reported that he met with Mike Knapp, our new Montgomery County Councilperson. Mike Knapp indicated he would like to attend one of the town commissioners meetings. President Allan stated that he would contact and invite him.

President Allan also stated that he would be attending the Maryland Mayors’ Annual Winter Conference on Jan. 29 & 30, 2003 in Annapolis.

4. Schoolhouse- The sub floors are now installed as well as the joists. The new roof will be installed in February.

NEW BUSINESS

1. President Allan discussed the need to fill the vacancy on the Planning Commission and the need for an Elections Supervisor to organize the May election for the one commissioner’s position up for election in May. He will write a short description of each position to include in the next newsletter as well as ask residents who are interested to step forward.

The meeting adjourned at 10:10 p.m. The next meeting is on February 10, 2003 at 8:00 p.m. at the Brookeville Academy.

Respectfully submitted,

Susan L. Johnson
Clerk-Treasurer