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Commissioners Meeting Minutes November 8, 2015

Town of Brookeville
Commissioners Meeting Minutes
November 8, 2015
7:00pm
Commissioner:
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: Barbara Ray, Sandy Heiler,Fred Teal and Stefan Syski
Others: none

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

Open Discussion:
Stefan Syski was sworn into his position as a member of the Brookeville Planning Commission by Commissioner Daley.

Barbara Ray wanted to thanks the Commissioners for their participation at the September 29 SHA informational meeting. The revised SHA plan is beautiful. She has concerns about funding of the ByPass: $10M has been set aside already but she wants to make sure the State earmarks funds for the building of the ByPass, which is currently estimated to cost $30M to build. Commissioner Bartley, who has been regularly attending the SHA meetings in Baltimore, said that the ByPass has been fully funded and it in the Governorâ€™s transportation budget, which is public record. He estimates that the ByPass will probably go over budget by $10M. He will have more information after tomorrow SHA meeting, which is the semi-final review. Commissioner Farquhar pulled up the Governorâ€™s transportation budget to show Barbara Ray that the money is allotted for the ByPass and emailed a copy to Ms. Ray to review.

ROUTINE TOWN BUSINESS:
Minutes: The October Commissioners Meeting Minutes were approved as edited.
Financial: the budget was emailed prior to the meeting. Commissioners will review the updated budget when the Treasurer comes into the meeting

Academy Update: Academy Manager reports that rental inquiries are about the same but securing rentals is lower. Seems people are back to hosting event at home. Commissioner Daley asked the Academy Manager if she thought rentals will stay the same until we upgrade the facility. Academy Manager said she was not sure if upgrades will pull in more business; the size of the building is a downside â€“ can only fit about 75 people in the dining room.
Questions was asked about advertising: People learn about the Academy by word of mouth, driving by the Academy, and googling. Commissioner Farquhar would like to upscale the advertising with ad cards and have them placed in strategic locations: MoCo tourism office, ask Heritage Montgomery where to place the cards, place a box similar to real estate agents outside the Academy. The targeted revenue for the Academy this fiscal year is $15K.
If we update the Academy for lecture series and business meetings, the echo effect in the lecture hall would need to be addressed.
Vote:
Semi-Annual Town Meeting on Monday, December 14 from 7:00pm â€“ 9:00pm with a short Commissioners Meeting afterwards.
There was a discussion that December may not be the best month to have a meeting due to hectic time of the year and that January 11, 2016 would be a better date.
Results: All 3 Commissioners voted to hold a Semi-Annual Town Meeting on January 11, 2016 from 7:00pm â€“ 9:00pm.
Invited guest will be the Auditor Debbie Free and Josh Bryant from cph.

BYPASS & BEYOND:

Sandy Heiler, representing the Beyond the ByPass Taskforce (BBT), with an update on Town signage. Mrs. Heiler applied for 2 grant for new entrance signs. These signs will have the important information that the Town is a Historic District (the only one in MD) and that we are on the Star Spangle Banner trail. The Town was awarded $1,250 from Preservation Maryland for new signs. This is an in-kind match grant. She is currently researching what other municipalities are displaying as signs. The signs will be similar to what Sandy Spring has erected and will be cast aluminum, which is cheaper than high density polyurethane.
Mrs. Heiler will contact MoCo to find out where the Townâ€™s exact boundaries are; signs will be placed in the 3 entrance way into Town. She will also work on the approval process with BPC, HPC, and SHA.
In-Kind match: 50% Preservation Maryland and 50% In-Kind match (ie â€“work) from the Town.
Mrs. Heiler is working with Preservation Maryland on free consulting for the Town. She and the Commissioners will be meeting with Preservation Maryland this week regarding the Schoolhouse: how to preserve the schoolhouse and how to benefit the Town. Heritage Montgomery will be meeting at the Schoolhouse at the same time.

Commissioner Bartley ask Mrs. Heiler about HPC Tar & Chip approval. Mrs. Heiler said she cannot speak for the HPC but exposed aggregate has received approval with no issues.

Sustainable Maryland
Commissioner Farquhar have asked Fred Teal to look at the Sustainable Maryland program and advise if Brookeville should pursue this endeavor. A number of Towns are joining.
Fred Teal reported that the program looks interesting and is based on a point system. Every Town would need 150 points to earn certification. We would need pass a resolution, form a Green Team, and have Action plan.
Would need to look at the list and come up with priorities. Fred will share the Sustainable Maryland information with the BPC and see if it is reasonable for Brookeville to participate. The Commissioners asked Fred to report back at Decemberâ€™s Commissioners Meeting with recommendations. If agreeable, the Commissioners will adopt a Resolution to pursue Sustainable Maryland certification.
Fred Teal was asked by BPC Chair Chris Scanlon to respond to a FEMA contractor regarding flooding issues/history in the town. Fred Teal will list Chris Scanlon as the Town contact and respond the inquiry.

MML Banner City/Town
Commissioner Farquhar would like to review the requirements of this program to qualify Brookeville. Commissioner Farquhar is in favor of working on this endeavor but Commissioners Bartley and Daley do not see the value. The Town would need to proclaim November as Municipal Government Month in Brookeville and hold a â€œIf I were Mayorâ€ program for current 4th graders in Town.
It was decided that this initiative will be put on hold and reviewed at a later date. Commissioner Farquhar will report to MML that the Town will not be pursuing Banner City status this year.

Town Property

Academy:
The Academy Manger placed an ad in GONews for the week of November 24. She has asked the advertising manager is she can buy 5 ads and not use them consecutively; she has not heard back yet.

Academy Grounds: the trees on the Academy need to be trimmed. There was a discussion about should we wait until a landscape architect is contracted or work with an arborist. It was decided the tress on the Academy grounds will be trimmed for safety reasons. The Academy Manager will get bids for tree trimming. The Town Clerk will provide the Commissioners with contact information for landscape architects.

Brookeville Angel: Commissioner Bartley will contact Our House about removing the pedestal

Gutters & Roof: Michael Brown getting another quote for a tin roof. The sprinklers repair will be done this week. ADA door â€“ waiting for one more part.
The cleaning service will apply a sealer on the floor downstairs.
Will need to check with Treasurer to see if a check has been issued to Mark Ennes for lawn mowing.

Schoolhouse: MoldStoppers coming out this week to cut a hole in the ceiling.
Exterior work: Michael Brown will get a revised estimate for ridge caps, roof, gutters and snow guards.
Will need to get a HAWP for snow guards.

Public Works (sidewalks, streets, lights)
Light Pole nearest the Schoolhouse: the wooden light pole is leaning. There was a discussion about moving the light pole to the end of the schoolhouse parking lot and changing the design of the pole to a sturdier material similar to the cast iron poles used in the rest of the Town. Commissioners will refer this to the BPC for location change and style of pole. No work will be done at this time; will wait until road work is started.

A request was made by the Residents on lower North Street to have a â€œSlow Children at Playâ€ sign installed. There is a sign at the entrance to North Street but it was deemed another sign was needed due to the amount of traffic on North. The Town Clerk will solicit bids and start the approval process for a sign to be installed at the bend in the curve by the walking path.

CPH contract: will have cph to do survey work.

Leaf removal: it rained over the weekend so the leaf vacuum is delayed. Contractor will be out this week for leaf pickup.

Waste Management: the Commissioner will monitor WM service. The recent construction on lower North St was most likely the reason for the most recent service interruptions.

Town Government

New Town Directory will come out at semi-annual Town meeting. Directory will have current contact information, BPC & HPC permit requirements, and trash / recycle information.

Website: most Town website have photo and Commissioners biographies. Commissioner will think about adding this feature to the Townâ€™s website.

Town Operations:
Stationery: Town Clerk will contact Sandy Heiler to work with the Quinters about Town branding.

Holiday Party: Town Clerk will send postcard invitations for the Dec. 5th event.
Susan has the to-do list for the party; Buck will provide the ham, the Haris family will make the turkey. There will be a collection box for non-perishable food for Olney Help.

Next Beyond the ByPass meeting is TBD. (Don Moore has been on travel)
Next BPC meeting is Dec. 1
Next Commissioners meeting is Dec. 15
Next SHA meeting is Nov 10 with all 3 Commissioners attending
Town Holiday Party is Dec. 5
Semi-annual Town Meeting is Jan. 11

The meeting adjourned at 9:15p.m.
Cate McDonald
Town Clerk

Commissioners Meeting Minutes October 13, 2015

Town of Brookeville
Commissioners Meeting Minutes
October 13, 2015
7:00pm
Commissioner:
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: Jorge Chacon, Ruth Chacon
Others: Josh Bryant from cph Corp.

Proceedings:
Meeting called to order at 7:15 p.m. by Commissioner President Farquhar

Open Discussion:
Ruth Chacon thanked the Commissioners for all their support at the SHA meeting â€“ it was a very informative meeting. She came to tonightâ€™s meeting to say:
– As an FYI, any property owner who wants to rent their property must register with MoCo as a landlord. The information can be found on MoCo website.
– Reading the Commissioners Meeting Minuets on the Townâ€™s website has been helpful. She would want to see names and addresses be standardized to make the minuets more searchable.

Josh Bryant from cph Corp arrived to discuss the bid for North, Water, and Market Streets.
Josh came and walked through Brookeville with Commissioner Bartley. He sent a proposal broken down in 3 phases which can be modified to reduce cost. Work would need to be done in phases.

Phase A: Consultant
Design & Plan Prep for North, Water, and North
Pavement Repair Analysis for North
Bidding Assistance for North and Water
Construction Admin for North and Water

Phase B: Geotechnical Consultant

Phase C: Survey

Total not to exceed: $28,270.00

Phase A 1.0: information gathering, design, and plan for North and Water
North and Water each have their own drainage issues
Will consider surface change to tar & chip.
Survey subcontractor will be Adcock, the least expensive bidder, for the length and wide of North and Water. It will be just a topographic survey â€“ no property lines or easements.
Commissioner Farquhar commented that water from South St is draining back down the hill.
Josh Bryant said the contract can be modified to include South St in the topographic and that is will be cost effective to survey South St. while the surveyors are in Town. Also, have eastern Market St. surveyed to save funds.

Phase B: Geotechnical for North and Water. This is to understand the soil to figure out the best pavement type.
Question about boring: do we need to do boring on Water and North since they do not carry much traffic.
There will be limited boring since there is not road surface failure and will use hand augers.
Market will need boring to see what the layers are.

Due diligence: Will cph Corp. talk with Residents about their concerns. Josh Bryant said yes they will talk to people experiencing problems first hand on a collaborative effort. Cph will come up with a pavement surface and look at the problem areas, look at the grade, and see if the proposed solution will address the problems and doesnâ€™t create new problems.

Design timeframe: depends on what information is learned from the survey. The survey and geotech are done at the same time and will take about 1 month.
Market St â€“ opened ended. At the lease, will have the survey. After that, the Town can look at different options and concepts; come up with a plan. Geotechnical will give options.

Discussion: the snow plow damages the gravel road. Will the BPC allow tar & chip instead of gravel. Will need to clarify that tar & chip is allowed before committing to a survey.

Information gathering costs:
Geotechnical: $7700.00
Survey: $8500.00
Adcock was the lowest bidder for the survey.
Permitting is not included in the cost but can be added in as a service.
Will need erosion and sediment control, which cph does as part of it service.

Motion by Commissioner Bartley to approve cph contract.
Phase C: Topographic survey for $8500.00 – unanimously approved
Phase B: Geotechnical Consultant for $7700.00 – unanimously approved

Commissioner Bartley will contact Josh Bryant tomorrow to move forward.

ROUTINE TOWN BUSINESS:
Minutes: The September Commissioners Meeting Minutes were approved.
Financial: the budget was emailed prior to the meeting for review.
Commissioner Bartley said SUMC was not paid for parking by the Town. He will check with the Treasurer to find out when the payment was sent.
The auditor, Debbie Free, suggest that the Town have a formal policy in place for credit card use. Treasurer suggests $200 limit that someone can spend without getting prior approval. Commissioner Farquhar suggested $250 without prior approval. Academy Manager said $250 was a little low.
Motion by Commissioner Farquhar that anything over $300 will need prior arrival from at least 2 Commissioners. – Unanimously approved

BYPASS & BEYOND:
Next meeting date for the taskforce has not been set due to Don Mooreâ€™s travel schedule.
Commissioner Bartley attended the last meeting and reported the topics discussed were:
Streets and Walkability
Communication within the Town
Schoolhouse. Sandy Heiler will work on the feasibility of moving the Schoolhouse.

The Taskforce has asked for the Townâ€™s email listsev. Due to privacy issues, any communication the Taskforce to be send to the Town as a whole will be sent via the Town Clerk.

Town Property

Academy Report: Rental report was emailed.
Kathy Lynn may be interested in renting the Academy since the Schoolhouse is out of commission.

Advertisement in Greater Olney News: Commissioner Farquhar would like to run an ad for the Academy in the next edition and once a month after that. The cost is $96 per ad. Academy Manager advised we used to place an ad in the Spring to raise visibility as a venue. It was agreed that the Academy would place an ad twice between now and the end of the year and the Academy Manager would decide which editions.

Snow removal for the Town maintained streets was received from Todd Greenstone. Plowing will begin after 4 inches of accumulated snow. Commissioner Bartley signed the contract.

Schoolhouse: Academy Maintenance:
Mold test came back positive.
Would need to get the roof fixed to eliminate moisture. Also, take out insulation. After that, take a tape test in the drywall to make sure the mold is remediated.
Moldstoppers proposal for this work is $13,000.00
Option: take drywall and insulation out and leave roof rafters open.
Jorge Chacon joined the conversation and said old buildings were not meant to be insulated. Moisure is trapped from the roof leak, insulation got wet and moldy. He offered to go the Schoolhouse and take a look at the issue.
Clean out the ceiling and see if mold count goes down.

Conversation about why spend more money to stabilize the schoolhouse if we might move it. Should we just stabilize and leave in place. The Town has a duty to stabilize the schoolhouse no matter where it is located.

Quote for $2000 for gutter guards. Miche Booz needs to meet with the contactor Hines regarding the roof.

Academy Manager will have Moldstoppers come out and investigate by cutting a hole in the ceiling and see if they can remediate the mold.

Public Works (sidewalks, streets, lights)
Leaf Removal: Todd Greenstone quoted $3500 for leaf vacuuming 2 times this Fall. Commissioner Bartley will negotiate with Greenstone and see if he can get the price to $3000

North Street lights: parts on order and electrician should be out Oct. 19th to repair the lights.

309-11 Market â€“ no update from Attorney Kline.

Commissioner Farquhar will ask the BPC to have a work date in November to review documents.

Pepco replaced the utility pole across from Debbie Wagnerâ€™s house but not the pole by the Townâ€™s sign. Pepco needs to replace the pole by the Town sign.

Town Government

Next Beyond the ByPass meeting is TBD
Next BPC meeting is Nov. 3
Next Commissioners meeting is Nov. 9
Next SHA meeting is tomorrow. Commissioners Bartley & Daley will attend
Town Holiday Party is Dec. 5

The meeting adjourned at 9:20p.m.
Cate McDonald
Town Clerk

September 13, 2015 Commissioners Meeting Minutes

Town of Brookeville
Commissioners Meeting Minutes
September 13, 2015
7:00pm

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

Present during all or portions of the meeting:
Treasurer Susan Johnson, Academy Manager Andrea Scanlon and Town Clerk Cate McDonald.
Town Residents: Andy Spagnolo and Harry Montgomery
Others: Lisa DelFavero, Mark DelFavero (BSA Troop 601), Aiden Sanchez (BSA Troop 759), and Marcos Sanchez

Proceedings:
Â· Meeting called to order at 7:06 p.m. by Commissioner President Farquhar

Open Discussion:
Harry Montgomery said he was interested in the RoundUp discussion scheduled for tonight. Also, he was generally trying to see what was going on in Town. He gave an update on Karen, who was recently released from the hospital.

ROUTINE TOWN BUSINESS:
Minutes: The August Commissioners Meeting Minutes were approved.
Financial: Budget was reviewed.
Treasurer reports the Town has $500K in reserves.
In future budget reports, she will break down big ticket items (ie â€“ sidewalks) in separate columns instead of lumping together in other.
Kudos: great Town picnic on Sept. 13. Around 22 homes attended
Permits:
Signed: garage permit for 4 North St
Signed: Pepco tree permits; ok for accept credit card payment for $200 ( 8 permits x $25 permit fee) with no additional credit card fee.
BYPASS & BEYOND:
Strategy meeting earlier this evening with Town Attorney Jody Kline went well.
Mandatory Referral meeting will be Thursday, October 22 at Park and Planning Commission in Silver Spring. Commissioner need to develop a strategy to maximize participation – need elected official; will send letters to our State Delegation with invitation to attend. Will have a panel of 2-3 speakers.
Need to maximize Town attendance at the SHA informational meeting at Longwood Sept. 29
Next biweekly SHA Meeting is Sept. 16 (then Sept. 30) in Baltimore. All Commissioners are planning on attending.
No updates on the SHA Sidewalk Project for High Street.
No meeting date yet with MHT. Proposed dates are October 6 or 7

Beyond the ByPass Task Force: Commissioner Daley reports that the next meeting will not be until November due to Don Mooreâ€™s travel schedule. Town Clerk will email Don Moore regarding the next Task Force meeting date.

Town Property

Academy Report:
-Rental report was emailed prior to the meeting
-Chabad of Olney has booked a lecture series
-Another Cub Scout Den has asked to use the Academy; will need to arrange a spring service project for Scouts
-Question from Harry Montgomery: can Town Residents use the Academy for Book Clubs? Residents support the Academy but are not able to use it. Commissioner Farquhar suggested that Mr. Montgomery come up with a list of things / clubs / events that would interest people in the Town for publication in The Brookeville Times.
-Records: need to figure out what to do with the records stored in the Townâ€™s office and storage closet, especially the BPC. Commissioner Farquhar has asked the BPC to meet this Fall to sort through and organize the 2-3 drawer in the filing cabinet. BPC will need to decide what legally we need to keep and what we want to keep. BPC Chair Chris Scanlon will make the decision on what stays and what goes.
Commissioner Farquhar will attend the MM Fall Conference and will ask how other Townâ€™s store data.

Motion by Commissioner Farquhar: When the Academy is rented to a group of 25 or more people (outside of the usual and customary users such as boy scouts), a trained representative of the Town is hired to be â€œon dutyâ€ at the event: Extend welcome, provide information & guidance, be a resource, trouble-shoot, ensure noise, trash, etc. are under control, be a helping hand if there is confusion, controversy, emergency.
Academy Manager not sure where to find a supply of people for an Ambassador / Hospitality job.
Commissioner Farquhar stated this would only be for unknown, non-Town groups.
Commissioner Bartley seconded; motion open for discussion.
Academy Manager is opposed to this idea:
1. Financial: an Ambassador would add approximately $150 per rental. Not sure if we raised the rental rates that much, people would be able to afford to rent the Academy.
2. It changes the nature of the rental. The Academy has always been a self-service rental facility. If we hire an Ambassador, that person would need to speak with the authority of the Town to act.
Since she became Academy Manager, there has only been 1 incident where the renters did not call her when there was an issue. Most call her when there is an issue.
Would Town Residents need an ambassador? What would that do to their already reduced rate?
Concerned about what training would be needed; how to schedule, especially with last minuet rentals.
Harry Montgomery suggested the Town treat the Academy renters like airline passengers: supply a video like they do at takeoff. People would learn from the video and you would not need a trained person at the Academy.
Academy Manager said she walks through the Academy with all rentals.
Treasurer stated that the Town should pay for the Ambassador fee, not the renters, like they do at the Sandy Spring Museum. The Academy may be too small for this type of service. The way the Academy operates now is not unreasonable for the price- that is paid.
Commissioner Farquhar states that most venues have an attendant. She is concerned about the hospitality image of the Town. She acknowledges that this would be a change but feels there should be a representative at the Academy during rentals.
Commissioner Bartley asked if anyone has asked for an attendant in the past. Academy Manager responded no.

Motion Vote:
In favor: 1
Opposed: 2
May need to amend the motion for future discussion. Suggestion to survey renters to determine interest in a facilitator; maybe pilot program with an on-site representative. Maybe offer a wedding package the facilitator price built in.

-Town Holiday Party is December 5, 2015
-Sandy Heiler wants a 2nd screen of â€œBrookeville: Capital for a Dayâ€ at the Academy similar to the July event. Commissioner agree that the Town will not be paying for food & wine for this screening.
-Greater Olney Newspaper wants the Town to run another ad. The Commissioners decided against renewing the ad and will talk about ways to market the Academy at another time.

Survey: survey stakes are in place. Commissioner Bartley will solicit 2-3 bids to engage a landscape architect while the stakes are in place. The Town will need to consider a budget: will the landscape architect be time paid or % of project?
Harry Montgomery suggested that the Town engage a company that specializes in organic landscaping.
Academy Manager thinks the BPC may have plans from a while ago from a landscape architect for the Academy. She will ask Chris Scanlon. Commissioner Farquhar will ask Miche Booz and other members of the BPC to help at their October meeting.

Schoolhouse: what to do with the Schoolhouse? Ask landscape architect if the schoolhouse is move to the Academy, where would it go.

Academy Maintenance:
-Walkway installation is complete
-Lamp pole: fixture is at restorer and will need a new pole.
Discussion: do we need to wait for landscape architect to suggest where the pole goes before it is restored; Town needs to do something for lighting the door outside and we need a permanent solution. Commissioner Bartley wants the canisters lights with a dawn / dusk sensor. Academy Manager does not like the look of the canister lights. As a temporary solution, Commissioner Bartley will install a blank lightswitch so the canister lights stay on all the time for safety. The Academy Manager will have the fixture repaired and the Town will discuss a permanent solution for outside lighting with the landscape architect.
-ADA door: when electrician comes out to install the push button for the ADA door, he will install a photo cell on the canister lights.
-Roof: Contractor Hines feels the Academy roof has at least 10 years left before it needs to be replaced. Academy Manager has solicited 4 bids for the Academy roof with a 20K variance in pricing for cedar shingles. The budgeted amount for the roof is $25K. Commissioner Bartley feels the best solution would be to replace the roof with metal for the quoted price of $62K. Before the Town gets more bids for a metal roof, the Town will get preliminary approval from the HPC and MHT to change materials (cedar shacks vs. cedar singles vs. tin). Will get pricing, but will not replace rood this year.
-Lawn mowing: Treasurer will write a work order to Mark Ennes and pay him $30 per cutting of the Academy lawn.
MOTION to accept; seconded and passed.
-Automatic door opener: Academy Manager has received 2 bid: $2750 and $4300. She is working on a 3rd bid. Commissioner authorized her to spend up to $3000 for the door and have a Commissioner sign the contract. Will use a wireless button to open the door.
-Fire Alarm service will be in October
-Academy passed the annual sprinkler inspection; 2 sprinkler valves needed to be replaced
-Refrigerator is not staying cold. Discussion about replace / repair / redesign the kitchen with a kitchen planner. $2k in the budget for a microwave. Commissioner will have more discussion about this topic.

Schoolhouse
Possible Rental to Kathy Lynn in Oct/Nov for art installation. Who takes responsibility for Schoolhouse rentals? More discussion needs on this topic. For this one rental, Academy Manager will handle the rental.
Academy Manager has a contract for short term Schoolhouse rental but thinks the Schoolhouse is not ready to rent due to a potential mold issue. She will contact MoldStoppers to take a mold test.
Remaining roof repairs estimated at $40K. Commissioner Farquhar will ask Miche Booz to talk with roof contractors about the scope of the work and have Miche Booz decided on the contract.
$2K to repair the gutters approved; will ask Miche if snow guards needed and if he agrees the additional cost is approved. Will hold off having the Schoolhouse painted.
Commissioner approved an air test for mold prior to any rental.

Public Works (sidewalks, streets, lights)
VOTE: Restricted use of Glyphosate (â€œRoundupâ€ and similar herbicides) in Brookeville per petition in early August.
After discussion, the Commissioner approved the following to be reflected in all future Town contracts:
Cease the use of glyphosate for â€œgeneral cosmetic purposesâ€ (such as crab grass in gravel lanes, weeds in brick sidewalks, reduction of weeds on street margins) on Town property; strictly limit use to poison ivy/poison oak and similar plants. This change will take place in all future Town contracts.

RoundUP will not be used, without Commissioner approval, in all future Town contracts. The Town will seeks alternative methods of weed control such as the product Nature Advantage.

-Leaf removal/pickup: last year, Todd Greenstoneâ€™s contract for leaf vacuuming was $2K. Commissioner Bartley will contact Todd Greenstone about leaf removal this year.
– Tree removal & pruning: JC Tree Services gave the lowest estimate for this service: $2500. Commissioner Bartley and BPC Chair Scanlon will walk North St. with contractor before the work commences.
– CPH Corp bid: price not to exceed $35,370 for the design fee for drainage issues on Water and North Streets and pavement failure of Market St.
The Town will need to solicit more bids prior to awarding CPH the work.
-North St lights: lights still out. Town Clerk will check with Dennis Bogin to see when he will complete the work.

Town Government
Town Directory: project date for updated directory to be delivered will be at the Holiday Party. Discussion: A Town Resident asked if we could include childrenâ€™s information in the Directory. Commissioners will leave that decision to each household if they want their child information in the Directory.
The BPC has been asked to included information about the permitting process in the Directory.
Leszek Syski asked that his information be included in the Directory. Discussion about this as Leszek Syski lives outside of the municipal boundaries of Brookeville.

309-311 Market: properties were discusses with Attorney Kline, who will do further research and get back to the Commissioners.
October Commissioners Meeting: Meeting will be held Tuesday, October 13 due to conflict with Community Night. The Academy will share a table with SUMC. Academy Manager will donate a free Academy rental for the Silent Auction.

The meeting adjourned at 9:45p.m.
Cate McDonald
Town Clerk

August 10, 2015 Commissioners Meeting Minutes

Town of Brookeville
Commissioners Meeting Minutes
August 10, 2015
7:00pm

Commissioner President Katherine Farquhar, Commissioner Buck Bartley, Commissioner Sue Daley, Treasurer Susan Johnson, and Interim Town Clerk Cate McDonald.

Present during all or portions of the meeting was Town Resident Debbie Wagner.

Open Discussion: Debbie Wagner has a problem with her neighbor at 200 Market St. The homeowner at 200 Market St purchased his home from his in-laws several years ago. There is a shared driveway agreement between 198 and 200 Market St. Debbie Wagner has 2 issues with 200 Market St:
1 â€“ The homeowner at 200 Market does not control water runoff from his property. She has called MoCo and they are sending an inspector. His dirt is on her portion of the driveway and rocks from his driveway are washing into her yard or across the street. The owner of 200 Market asked Debbie to pay for half of the repair costs because of the shared driveway agreement.
2 – Debbie Wagner believes his intents to rent out rooms in his house with the exception of the room he will reside. This includes the unfinished basement, which will need a permit to finish. All the people living in the house would be not related. Brookevilleâ€™s zoning allows up to 5 unrelated individuals living together in a SFH. There are no limits on the number of cars that are allowed to be parked at a SFH. Debbie Wagner, a current member of the BPC, has said the BPC has had discussions about limiting the number of cars that can be parked at a SFH but that there were no changes to the zoning regarding parking.
Debbie Wagner feels there needs to be some clarification in zoning and that it is time to update the Town Charter, Zoning Ordinance, and Sub zoning Ordinances. Debbie Wagner was asked to keep the Commissioners posted about what MoCo says about the driveway issue.

The meeting was called to order at 7:35pm.

ROUTINE TOWN BUSINESS:
Minutes: The July Commissioners Meeting Minutes were approved.
Financial: no report. New FY2015-2016 need to be loaded onto the computer. Treasurer will send Town Clerk the FY2015-2016 budget in PDF format to be loaded onto the Townâ€™s website.
Next month there will be a current budget report.
The Auditor will be here September 1, 2015
Mark Ennes has not been sending bills to the Town for his services. Commissioner Bartley will talk to Mark about sending a bill and explain that the Town does not feel comfortable about Mark providing a service with no compensation.
Budget cover sheet was signed.
Town Property:
Academy report was emailed prior to the meeting and was reviewed by the Commissioners.
Academy maintenance/capital projects: walkway updates are currently taking place. The wooden lightpole outside of the Academy was removed during the work. Commissioner Bartley feels the light pole is not needed. There is a more open feel to the lawn area and feels the light pole should not be replaced. He suggested leaving the canister lights above the Academy door on all the time. It was agreed that the landscape architect that the Town will hire will be consulted regarding outdoor lighting.

Picnic: scheduled for Sept. 13th. Academy Manager has a list of items / quantity needed. Will ask to borrow tents from Town Residences. Will ask the Booze Family to provide music. Don Moore will grill â€“ same as last year.

Sandy Spring Museum sent a letter asking the Town to buy advertising space. It was decided we did not need to advertise in their publication. The Town will decide later about making a donation to the Museum.

Commissioner Farquhar wants to have a paid attendant for any function over 30 people at the Academy. There seems to be more issues with large groups and rentals over 30 people will be charged more to cover the cost of an attendant.
There needs to be further discussion with the Academy Manager about this proposal and to find someone will be the attendant.

The date for the Townâ€™s Holiday Party will be December 5.

Brick walkway in front of 207 Market St was burned through when the power lines fell there on July 30. Commissioner Bartley will ask contractor working on the Academy walkway to give an estimate for repair. Town Clerk will check with Pepco regarding reimbursement.

Commissioner Farquhar will be talking with Diane Teague tomorrow regarding transiting back into the Town Clerk job.

Public Works (sidewalks, streets, lights)

Trees: trees in front of 207 & 211 Market St need to be trimmed. The hanging limbs are limiting visibility and safety is a concern. A notice will be placed in the Times about tree trimming and once the Town hires a contractor, the homeowners will receive a notice of the tree trimming,

Academy Grounds Survey: Snider & Assoc, has been contracted to perform a boundary survey.

Gravel Road Maintenance: Multiple complaints about use of Round Up by Neal Leary. Petition received from Fred Teal for the Town to stop such herbicides by Town contractors. This would include East Coast Lawns, which uses fertilizer on the Academy lawn to prevent weeds. Town Clerk will ask East Coast Lawns to send the chemical breakdown of their product.
Commissioner Farquhar will ask Fred Teal to write up an article for the Times regarding RoundUp and viable alternatives.
The issue of banning Town contractors from using herbicides will be voted on at the Septemberâ€™s Commissioner meeting.

Engineering Needs for roads: Commissioner Bartley met with Josh Bryant of CPH Corp and walked through the Town. Tar & chip paving and drainage adjustments for Water Street and North Street are the a priority. Also, stabilizing eastern Market St.
The Town will solicit multiple bids and will find a hydrological engineer to consult.

Tree contractor: Commissioner Bartley will walk with the tree contractors before selecting a contractors as there was a large difference in costs. Need to make sure they bidding on the same trees.
Town Government
â€¢ Public thank you for the residences of Market & Water St. for tidying up
â€¢ Commissioner Farquhar would like to update the Town Directory for a December printing. Would like to add information from the BPC regarding building permits.
â€¢ 309-311 Market Street looking for Attorney Kline researching alternative solutions for the debris removal and clean-up of these properties.
â€¢ BPC: Debbie Wagner and Bruce Evens will stay on the BPC until the end of December 2015. Andy Spagnolo will join the BPC Jan. 2016 and will start sitting in on meetings starting in September. The Town Commissioners are searching for one more candidate to join the BPC.

Town Operations
â€¢ Computer: Susan Johnson will order the new laptop for the Town.
â€¢ Next Beyond the Bypass meeting will be August 20th.
â€¢ Next SHA meeting is August 19th in Baltimore
â€¢ No update from Town Attorney Kline
â€¢ No new updates on the SHA Sidewalk Project for High Street
â€¢ Tim Tamburrino from Maryland Historic Trust will be at Madison House Thursday. MHT has been asked to give an option on the Bypass to SHA.
â€¢ The Town will place an ad for the Academy in the first edition of the The Olney Reporter
â€¢ Next meeting of the BPC will be September 1.

The meeting adjourned at 9:28p.m.
Cate McDonald
Interim Town Clerk

July 20, 2015 Commissioners Meeting Minutes

Town of Brookeville Commissioners Meeting Minutes
July 20, 2015
7:00pm

Present: Katherine Farquhar (arrived 7:45), Sue Daley, Buck Bartley, and Cate McDonald.
Present during all or portions of the meeting were Town Residents Sandy Heiler and Don Moore; Michelle Ngwafon from Congressman Sarbanes office; Josh Bryant from cph Corp.
Open Discussion: no Town Residents were present during the allotted time (7:00pm â€“ 7:20pm) for questions or comments.
7:10pm Meeting called to order.
Routine Town Business:
â€¢June 8, 2015 Meeting Minutes approved.
â€¢Update from Commissioner Daley regarding the MML 2015 convention. Written report was provided and has been sent to MML with our thanks.
â€¢No updated budget was available at the time of this meeting

Town Property
â€¢Written Academy Report was reviewed
â€¢Commissioners voted to have Snider & Associates conduct a boundary survey at the Academy
â€¢Academy walkway: approved Todd Greenstoneâ€™s contract for $8075 to include using existing bricks and additional bricks and masonry work.
â€¢Other capital projects: no final prices yet
â€¢Brookeville Angel: will ask the artist what he recommends for disposal of the Angel. Commissioners approved donating up to $300 to Our House for removal of the base.
Public Works
â€¢Neil Leary needs to start work on Water Street.
â€¢Bricks in front of 209 Market Street have been replaced. Commissioner Bartley has submitted a reimbursement request to WSSC for $925 for the work. WSSC is supposed to start repairs from North St to South St, across Market St â€“ about 40-50 feet.
â€¢Curb along eastern Market St. is being eroded away. Commissioner Bartley will set an appointment with Josh Bryant to see what his company can suggest / design to help this issue and divert the water from the street and to get to know our needs.
â€¢The Town will solicit bids to redo eastern Market St. after the ByPass opens, hopefully in 2017. Also, will work with County official to reduce speed from 30mph to 25mph on Brighton Dam Rd coming onto Market St.
â€¢North St trees: Trees along North Street are within the ROW. Pogo gave a bid of $4000 to remove 2 trees across from the Schoolhouse and prune trees. The Town will solicit more bids before the work is performed.

Town Government
â€¢Property Upkeep: Commissioners Daley and Farquhar attended a discussion group at the MML Convention that focused on â€œblightâ€, which is a concern. The Town is waiting to hear back from Town Attorney Jody Kline regarding 309 & 311 Market Street.
Cars: Commissioner Bartley went to speak with 301 Market Street regarding the cars parked along Water St, especially the white van. The residents were not available so Commissioner Bartley will keep trying to reach them.
Commissioner Bartley also spoke to the resident at 104 Water Street regarding the items in the yard and driveway. The residents moved most of the items over the weekend and will continue to move more. Commissioner Bartley stopped by to thank them for being responsive.
Parking along Water St: Commissioner Farquhar will talk to the Montgomeryâ€™s about parking.
Town Operations
â€¢Stationery: Sandy Heiler is working with the Quinter’s about redesigning the Townâ€™s logo. Once approved, that logo will be used to order business cards for the Commissioners and for stationery.
â€¢Computer: The Commissioners will ask Michael Aciernoâ€™s input on the purchase of a new computer or laptop with remote login. The Town will look for ways for employees to work remotely: ie â€“ use Google Docs or Drop Box.
â€¢Is an â€œOn-dutyâ€ person needed when the Academy is rented? This matter was debated at length. Commissioner Daley feels having someone staff the Academy is not needed. There are very few problems with renters and staffing the Academy would increase the rental costs. Commissioner Bartley agrees.
Suggested: adding a rider to the rental contract to cover damages and difficult renters; increase the security deposit; keep credit card on file for damages.
Town Resident Don Moore agreed that there is little need to staff the Academy when it is being rented.
Commissioner Farquhar disagrees and feels there should be a person at the Academy during rentals.
No decision was made during the meeting and the Commissioners will wait until the Academy Manager is back from vacation for further discussion.
Beyond the Bypass
Don Moore gave an update July 2 meeting of the Beyond the Bypass Taskforce: trying to engage the community.
Task Force is chaired by Don Moore; Commissioner Bartley represents the Commissioners; and Fred Teal represents the BPC. There are no other permanent members as of yet.
Some topics being discussed fall within the boundaries of the BPC: should a member of the Task Force attend BPC meetings?
It seems most Residents have not read the Comprehensive Plan or the Town Charter, which are on the Townâ€™s website.
Commissioner Farquhar will attend the August 4th meeting of the BPC and ask them to review the Comprehensive Plan and have a Q&A with Residents in September in conjunction with the ByPass Taskforce.
Next ByPass Taskforce will be August 20th. Meetings of the ByPass Taskforce will be determined on a monthly basis.
Next SHA meeting is July 29th. The Commissioners will ask the BPC if a representative can attend.
Commissioner Daley will found out who the SHA contact is for the High Street sidewalk project.
Open Discussion
â€¢Sandy Heiler gave an update on the documentary premiere Saturday, July 25: not many RSVPâ€™s from Town Residents; there will be wine and cheese; MPT will have someone make a few remarks before the movie. She will need help at 5pm for set up.
â€¢Brookeville Times: projected publish date is July 24. Have an article for CNNâ€™s Hometown Hero Benny Bienvenue and NNO
â€¢Commissioner Farquhar sent in the registration for NNO. The Town will host a table to emphasis the need for the ByPass. Will ask Marti Andress to borrow her tent.

The meeting adjourned at 9:25p.m.
Cate McDonald
Interim Town Clerk

June 8, 2015 Commissioners Meeting Minutes

Present: Katherine Farquhar, Sue Daley, Buck Bartley, Andrea Scanlon, Susan Johnson, and Cate McDonald.
Present during all or portions of the meeting was Town Resident Barbara Ray.

Open Discussion: no Town Residents were present during the allotted time (7:00pm â€“ 7:20pm) for questions or comments.
7:10pm Meeting called to order.

Routine Town Business:
â€¢Katherine Farquhar, Sue Daley and Cate McDonald were administed the Oath of Office by Commissioner Bartley.
â€¢Katherine Farquhar was nominated for President of the Commissioners by Commissioner Bartley; Commissioner Daley seconded.
â€¢May 11, 2015 Meeting Minutes approved with edits.
â€¢June 1, 2015 Annual Meeting Minutes approved.

Budget
FY15 Budget was review. The proposed FY16 Budget was reviewed with the following line items changed:
6003 â€“ Public Utilities (income) Increase to $1500 from $1000
6010 â€“ Cable/Fios (income) Increase to $1500 from $1200
Commissioners Farquhar and Daley will get an update at the MML convention regarding the Comcast Franchise agreement and how it will impact the Town, if at all.
6025 â€“ Local Income Tax (income) amount stays the same
6143 â€“ elevator (expense) increase to $1100
6146 â€“ Fire Alarm (expense) decrease to $2000 from $2100
6235 â€“ Snow removal (expense) Budget amount is $2500; FY15 spent $3720. Will budget $2500 since snow removal is not an item that can be exactly budgeted.
6185 â€“ Professional Services $30,000

Town Property
â€¢Academy Report: No new rentals. Academy Manager has been tracking types of rentals and made a report with demographics.
2014 = 71 rentals / uses which is more than past years mainly because of the Bicentennial. She will send the report to the Beyond that Bypass Committee.
â€¢Public Works
-Waiting to hear back from Todd Greenstone with a proposal to repair sidewalk
-3 roofer have come to take a look at the Academy roof; waiting on proposals
-waiting for proposals on the ADA door.
-Exterior cleanup Academy: need to hire a landscape architect to give options, especially if the Schoolhouse is moved there. Long range plan to evolve the Academy with sidewalks, etc. into a Town center.
Will ask the Beyond that Bypass Committee to consider options
Question was raised about where the Academyâ€™s property line is located and any ROW.
Will need to have a boundary survey as a first step; will not have Schoolhouse surveyed.
Motion to approve funds for boundary survey was unanimously approved.
â€¢ Schoolhouse: electrician started to add outlets
Dehumidifier onsite and HVAC will install once electrician is finished.
â€¢ Outside light at Academy needs to be repaired
â€¢ Angel: Commissioner Farquhar will call Pogo to discuss an appropriate way to dispose of the Angel. Suggestion was made to have Karen Montgomery call the artist to discuss the Angel. Also, will consult with Marian Fathers. Discussion about having a plaque made to commemorate the Angel and to remove the sign.
â€¢ Dumpster for bulk trash is on North St and is filling up
â€¢ Town Streets: Leary is working on North St and then will move onto Water and South Streets. FY16 budget has money to hire a road engineer to work on drainage maybe in conjunction with the BPC.
â€¢ Bricks in from of Michael Aciernoâ€™s house will be replaced after WSSC finishes repairing the street.
â€¢ Parking on Water St: Commissioner Bartley spoke to Chris Haris about parking his vans on his property. Chris Haris moved his vans for the Montgomeryâ€™s party but moved them back to Water St the next day. Commissioner Bartley will have another conversation about parking his vans elsewhere. Commissioner Farquhar will speak to the Montgomeryâ€™s about parking their cars closer to their property and not so far onto Water St.
â€¢ Market Street: will look at options for a speed bump and patch repairs after WSSC finishes repairs.
â€¢ Contracted with Traffic Group was signed for traffic count

Beyond the Bypass
â€¢ No new news from SHA
â€¢ Contracted with Traffic Group was signed for traffic count
â€¢ Don Moore will help the initial meeting June 11.

Open Discussion
Brookeville Times: Deadline for submissions is June 17 with a projected publish date of June 22.
Heritage Days: The Academy will be open Sunday, June 28 from 12noon â€“ 4pm. Commissioners Farquhar and Daley will be available early afternoon but need to be at MML Convention for registration. Sandy Heiler will conduct 2 tours of the Town; Don Moore will be a period Schoolmaster. Will need to ask for volunteers from the Town.
Cub Scouts: Service Project scheduled for June 12 for the 2 Dens that meet at the Academy will be deferred to the Fall.
Our House: Approved $200 donation to Our House for the 3 hours they spent to help hang the flags.
July Commissioners Meeting: date changed to Monday, July 20, 2015
BPC will meet July 7
Town Picnic is schedule for September 13 from 3:00pm â€“ 6:00pm

The meeting adjourned at 9:30p.m.
Cate McDonald
Interim Town Clerk

June 8, 2015 Commissioners Meeting Minutes

Town of Brookeville Commissioners Meeting Minutes
June 8, 2015
7:00pm

Present: Katherine Farquhar, Sue Daley, Buck Bartley, Andrea Scanlon, Susan Johnson, and Cate McDonald.
Present during all or portions of the meeting was Town Resident Barbara Ray.
Open Discussion: no Town Residents were present during the allotted time (7:00pm â€“ 7:20pm) for questions or comments.
7:10pm Meeting called to order.
Routine Town Business:
â€¢ Katherine Farquhar, Sue Daley and Cate McDonald were administed the Oath of Office by Commissioner Bartley.
â€¢ Katherine Farquhar was nominated for President of the Commissioners by Commissioner Bartley; Commissioner Daley seconded.
â€¢ May 11, 2015 Meeting Minutes approved with edits.
â€¢ June 1, 2015 Annual Meeting Minutes approved.
Budget
FY15 Budget was review. The proposed FY16 Budget was reviewed with the following line items changed:
6003 â€“ Public Utilities (income) Increase to $1500 from $1000
6010 â€“ Cable/Fios (income) Increase to $1500 from $1200
Commissioners Farquhar and Daley will get an update at the MML convention regarding the Comcast Franchise agreement and how it will impact the Town, if at all.
6025 â€“ Local Income Tax (income) amount stays the same
6143 â€“ elevator (expense) increase to $1100
6146 â€“ Fire Alarm (expense) decrease to $2000 from $2100
6235 â€“ Snow removal (expense) Budget amount is $2500; FY15 spent $3720. Will budget $2500 since snow removal is not an item that can be exactly budgeted.
6185 â€“ Professional Services $30,000

Professional Services of Jody Kline (Miller, Miller, & Canby ) were retained by the Town at $350 per hour. The Commissioners approved an expense for FY15 for approximately $2500 for research.
Academy â€“ upgrade interior: $45,000 in the budget. Most Residents at the Annual Meeting were opposed to upgrading the Academy. Will leave the $45K in the budget. The Beyond the Bypass Committee will consider future options for the Academy.
Commissioner Bartley suggested having a professional look at the Academy, including the grounds, and make suggestions. He feels any upgrades will not be done in FY16 and the fund can be carried over into the Reserves. Commissioner Bartley suggested decreasing the amount to $35,000. If the Town wants revenue from the Academy, it will need to spend money to upgrade. Academy Manager expressed that she does not think the upgrades to the Academy will happen in FY16 as it takes time to hire a professional, come up with a plan and implement the plan. Suggestion was made to do marketing research to see what we should improve.
Commissioner Bartley motion to transfer $10K to Professional Services from the $45K Academy interior upgrade. Motion was 2nd and unanimously approved.
Changes toFY16 were unanimously approved.
Treasurer will send update to FY15 Budget after June 30, 2015.
Town Property
â€¢ Academy Report: No new rentals. Academy Manager has been tracking types of rentals and made a report with demographics.
2014 = 71 rentals / uses which is more than past years mainly because of the Bicentennial. She will send the report to the Beyond that Bypass Committee.
â€¢ Public Works
-Waiting to hear back from Todd Greenstone with a proposal to repair sidewalk
-3 roofer have come to take a look at the Academy roof; waiting on proposals
-waiting for proposals on the ADA door.
-Exterior cleanup Academy: need to hire a landscape architect to give options, especially if the Schoolhouse is moved there. Long range plan to evolve the Academy with sidewalks, etc. into a Town center.
Will ask the Beyond that Bypass Committee to consider options
Question was raised about where the Academyâ€™s property line is located and any ROW.
Will need to have a boundary survey as a first step; will not have Schoolhouse surveyed.
Motion to approve funds for boundary survey was unanimously approved.
â€¢ Schoolhouse: electrician started to add outlets
Dehumidifier onsite and HVAC will install once electrician is finished.
â€¢ Outside light at Academy needs to be repaired
â€¢ Angel: Commissioner Farquhar will call Pogo to discuss an appropriate way to dispose of the Angel. Suggestion was made to have Karen Montgomery call the artist to discuss the Angel. Also, will consult with Marian Fathers. Discussion about having a plaque made to commemorate the Angel and to remove the sign.
â€¢ Dumpster for bulk trash is on North St and is filling up
â€¢ Town Streets: Leary is working on North St and then will move onto Water and South Streets. FY16 budget has money to hire a road engineer to work on drainage maybe in conjunction with the BPC.
â€¢ Bricks in from of Michael Aciernoâ€™s house will be replaced after WSSC finishes repairing the street.
â€¢ Parking on Water St: Commissioner Bartley spoke to Chris Haris about parking his vans on his property. Chris Haris moved his vans for the Montgomeryâ€™s party but moved them back to Water St the next day. Commissioner Bartley will have another conversation about parking his vans elsewhere. Commissioner Farquhar will speak to the Montgomeryâ€™s about parking their cars closer to their property and not so far onto Water St.
â€¢ Market Street: will look at options for a speed bump and patch repairs after WSSC finishes repairs.
â€¢ Contracted with Traffic Group was signed for traffic count

Beyond the Bypass
â€¢ No new news from SHA
â€¢ Contracted with Traffic Group was signed for traffic count
â€¢ Don Moore will help the initial meeting June 11.
Open Discussion
Brookeville Times: Deadline for submissions is June 17 with a projected publish date of June 22.
Heritage Days: The Academy will be open Sunday, June 28 from 12noon â€“ 4pm. Commissioners Farquhar and Daley will be available early afternoon but need to be at MML Convention for registration. Sandy Heiler will conduct 2 tours of the Town; Don Moore will be a period Schoolmaster. Will need to ask for volunteers from the Town.
Cub Scouts: Service Project scheduled for June 12 for the 2 Dens that meet at the Academy will be deferred to the Fall.
Our House: Approved $200 donation to Our House for the 3 hours they spent to help hang the flags.
July Commissioners Meeting: date changed to Monday, July 20, 2015
BPC will meet July 7
Town Picnic is schedule for September 13 from 3:00pm â€“ 6:00pm
The meeting adjourned at 9:30p.m.
Cate McDonald
Interim Town Clerk

June 2, 2015 Annual Town Meeting

Commissioner President Katherine Farquhar, Commissioner Buck Bartley, Commissioner Sue Daley, Interim Town Clerk Cate McDonald, Academy Manager Andrea Scanlon, Treasurer Susan Johnson.

Present during all or portions of the meeting were Town Residents Duane Heiler, Sandy Heiler, Stefan Syski, L. Syski, Karen Montgomery, Harry Montgomery, Barbara Ray, Debbie Wagner, Fred Teal, Marti Andress, Jeff Johnson, Miche Booz, Diane Teague, MaryKay Spagnolo, Andy Spagnolo, Mark Davis, Garrett Anderson, Chris Haris and Commissioner President emeritus Michael Acierno.

The meeting was called to order at 7:40pm to allow extra time for Residents to arrive in the pouring rain.

Thank you to staff & volunteers who serve Brookeville this past year:
Staff: Susan Johnson (Treasurer); Andrea Scanlon (Academy Manager); Diane Teague (Town Clerk)
Brookeville Planning Commission: Chris Scanlon (Chair), Miche Booz, Bruce Evans, Fred Teal, Debbie Wagner [+ departing member Mark Friis]
Board of Election Supervisors: Debbie Wagner (Chair), Marti Andress, Carmen Harding
Bicentennial Commission Chair: Sandy Heiler
Beyond the ByPass Group Chair: Don Moore
Commissioners: Sue Daley, Buck Bartley, Katherine Farquhar, and Michael Acierno, emeritus

First meeting for the Beyond the ByPass, Chaired by Don Moore, will be held Thursday, June 11, 7:30pm at the Academy.

Bicentennial Commemorative Summary Accounting (2013-2015)
Big Thanks to Sandy Heiler for running the Bicentennial and keeping it within budget. The event was in the red by $2806.43.

Income
Madison Supper
Quaker Dinner
House Tour Registration
Symposium Registration
1814 Commemoration Sales
1814 Commemoration Grants
1814 Commemoration Donations
AMOUNT $255,115.90

Expense
Awards & Grants (event expenses)
Town Funded Expenses (budgeted)
Madison Supper Expenses
Symposium Expenses
AMOUNT $322,922.33

The Town contribution up the difference between the total income and total expenses:
$322,922.33 – $255,115.90 = $67,806.43 subtract: Town budgeted amounts:

50,000 (2014)
+ $15,000 (2015)
-$65,000.00
Extra paid by the Town = ($ 2,806.43)

Question was asked: Where did the $180K in grants come from?
Sandy Heiler explained there were various grants: DAR; Maryland grants; Maryland Heritage Trust.
Barbara Ray gave thanks for figuring all this out and having the information available tonight.
Commissioner Bartley gave thanks to everyone in the Town who helped to support the Bicentennial

Brookeville won the MML Municipal Achievement Award for Town Spirit for the Bicentennial.

Summary, FY 2015
â€¢ New Commissioner Buck Bartley was elected to fill departing Commission President Michael Aciernoâ€™s seat. Katherine Farquhar was elected President. Sue Daley continued as Commissioner. Mark Friis completed his service as a BPC member and is thanked for his years of work on that Commission.

â€¢ Brookevilleâ€™s attention and fiscal planning were targeted to conserve resources and focus on improvements/repairs for the US Capital for a Day event in August 2014.

â€¢ Numerous meetings, workshops, events, and planning sessions were held regarding the US Capital for a Day weekend. Large numbers of Residents participated in the event and built their plans around the logistical requirements for that weekend. Numerous awards have been received by the Town and the Heilers of Madison House for this successful event. On June 29, 2015 Brookeville receives the Maryland Municipal League 2014 award for â€œTown Spiritâ€ in the small town division.

â€¢ The Town focused as well on renewed progress toward the long-planned Brookeville By-Pass. The Commissioners and the Brookeville Planning Commission appointed members to attend and monitor the multi-party planning meetings hosted by the State Highway Administration and lobbied politicians on behalf of the ByPass at every possible event.

â€¢ The Town held events: the Town Picnic, the Holiday Party, 3 â€œwalk the ByPassâ€ tours and 3 â€œTown Conversationsâ€ to debrief the US Capital event and share feedback on a SurveyMonkey on Town Priorities completed by 75% of our households. The 2016 Priorities reflect those findings.

â€¢ Brookeville Academy was the venue for numerous rentals ranging from weddings and rehearsal dinners, to funerals, reunions, and private social events. Cub Scouts, American Legion and other nonprofit community groups held events there. Much of the Bicentennial planning happened at the Academy.

â€¢ Necessary repairs were made to Town properties and sidewalks during the year.

â€¢ Our paid staff of 3 talented and dedicated Residents served the Town as Clerk, Treasurer and Academy Manager, carrying immense overloads in their work during the year. We cannot thank them enough for all that they have taken on and do so well.

â€¢ Our summary figures for the FY 2015 budget are not yet available (FY 2015 ends June 31) â€“ here is where we stand:
Budgeted FY 2015: $224,460
Expended to date: $138,096
Committed but unspent: $86,528
Town Reserves are currently approx. $485,000
Note that these figures are not final because June 2015 and year-end expenses have not been accounted for.

â€¢ However, the Town now faces a burden of deferred capital expenses, first and foremost for the Schoolhouse, then the Academy & its grounds, and Market Street.

Comment was raised about the term â€œreservesâ€. Any budgeted items, like a new roof, that was budgeted but not completed, the fund are placed in the reserved fund. It should be termed planned but not spend.

PROPOSED PRIORITIES: BROOKEVILLE FY2016
â€¢ By-Pass & High Street Sidewalk: Monitor progress on By-Pass by attending hearings/meetings, contacting officials, taking necessary steps to ensure that project is built according to the approved plan (Alternative 7 amended). The Town has engaged an attorney to support us in understanding the legal processes & dynamics and helping us to successfully represent the Townâ€™s interests. The Town engaged the services of Jody Kline of Miller, Miller & Canby this past week.

Monitor the planning/construction by SHA of sidewalk on the West side of High Street.

â€¢ Town Properties
Brookeville Academy:
Exterior: Complete major repairs & deferred maintenance: exterior light & post, install ADA-approved access door at side, re-set brick walkway, complete replacement of alarm systems, research roofing alternatives [& replace Academy roof as needed].
Interior: With input from design/venue expert, ready the Academy to produce more rental income to the Town in 2nd half of FY 2016. Upgrade furnishings (our chairs, tables, furniture date from 1996) & selected fixtures (lights, etc.) in the Academy; replace microwave in kitchen; produce professional marketing materials; expand advertising; improve Academy page on the Town Website; install Town of Brookeville exhibit on the â€œdessert wallâ€ leading to the kitchen wing.

â€¢ Schoolhouse: Goal is to stabilize the Schoolhouse. Finish the mold remediation currently underway; apply for HAWP and complete the re-grading of the site to route water away from foundation; repair the roof, gutter system & rotted siding; repaint where needed; upgrade electric wiring & install an effective dehumidification system.
Beyond the ByPass group will make recommendations about future uses.

Question was raised to why the Schoolhouse destabilized so fast.
Miche Booz replied that the drainage system did not work very well.
Also, the Schoolhouse is only used once a year, which added to the deterioration.
Comment made that the water runoff issue and Schoolhouse drainage issue needs to be done at the same time.

The Town will wait until Beyond the Bypass makes recommendation before repaving Market St. Will add speed bumps, signs, and stabilize for now.

Comment made about the Townâ€™s lack of considering drainage in planning. Any engineer knows that drainage needs to be a priority. The roads do not need any more gravel.
The Town does have a line item in FY2016 budget for an engineering survey.

â€¢ Town Streets & Sidewalks:
Fund and complete necessary repairs to Market Street from High St. intersection to Brighton Dam Road. These include: rebuilding and repainting the speed bumps; patching potholes and cracks; ensuring that WSSC completes the repairs they are required to do; erecting sign(s) to slow traffic coming in from Brighton Dam Road.
Fund and complete necessary annual repairs to Water and North Streets, with attention as needed to South Street.
Repair brick sidewalk along thefrontof#209E.MarketStreet.
Secure engineering input regarding drainages systems, storm-water run-off and erosion on Water & North Streets, and assess merits of repaving North Street in tar/stone composite.

â€¢ Town Services:
No changes. Will be delivered as in past years: trash and recycling, snow & leaf removal, periodic cleanups, essential road maintenance & tree care, maintenance/upkeep of town properties, sidewalks, plantings. The Brookeville Times will continue as a high priority means of communication within Town, as we no longer have coverage in the Gazette. The 2 annual Town parties (Holiday and Picnic) will continue. We will now have 2 Town Meetings per year: May (June) to review the proposed Fiscal Year budget, and late fall (October/November) for matters including progress on the yearâ€™s priorities.

Town Government

â€¢ Town Charter: Revise and update the Brookeville Town Charter, which has been the same since the 1970â€™s. The process will examine the structure and functions of Town Government, make shifts in regulations and responsibilities, etc., and will go through Town approval according to State Guidelines that direct this process. The Charter is our incorporation document on file with the State of Maryland. Involvement of Residents is essential.

â€¢ Brookeville Comprehensive (Master) Plan: The Plan (provisionally updated in 2010) will be revised over the coming 2 years. As Brookeville goes through processes and consults with experts to determine how the Town will look and operate when the ByPass is complete and we have different opportunities in front of us, the Plan (which the Brookeville Planning Commission is responsible for) will support us in carrying this vision into reality. Involvement of Residents is essential.

The update to the BCP will be a 2 year process and the Beyond the Bypass Committee will look at what needs to get done, give feedback to the Brookeville Planning Commission, who will update the BCP.
There was a discussion of the progress of the Bypass. At the last SHA meeting, the Town Representatives felt they were blindsided: there was a discussion of a bridge over Brookeville Rd (due to environmental concerns) and a traffic circle that would funnel traffic through Town. Both SHA and the Town do not want this as it does not service the purpose of a ByPass.
Barbara Ray said that there would be challenges to the ByPass and the Town needs to be more vigilant and need more people to attend these meetings. She would like the Town to send out notices of these meetings.
The Commissioners replied they usually do not get sufficient notice for these meetings.

There was a discussion about challenges to the ByPass and Karen Montgomery stated that a very powerful laywer was lobbying against the ByPass. She stated that the Town was divided about the ByPass being build and the Town needs to be united for the ByPass to be built.

A question was asked about archeology survey. The archeology survey was completed 8 years ago and does not need to be done again. The State does not release what items are found during a survey.

Questions / Comments

â€¢ The budget needs to be reorganized to make it easier to understand.
Buck responded that the Town is putting together a budget committee next year with a goal to make the budget easier to understand; also to incorporate some best practices for small towns.
â€¢ Where is the attorney fee in the budget? Under professional services
â€¢ Why isnâ€™t the CPA audit from last year on the website? It was recently added.
â€¢ What is the net profit for the Academy? The Academy operates at a loss but is where the Town has offices and where meetings are held and historical maintenance is expensive. The Town has never differential what value the Academy has to the Town as a town hall vs. rental income. If the Town puts more money into the Academy (hire a designer, new furniture, upgrade kitchen), how much money will the Town make? The Academy is a Town resource and the Town needs to maintain it. Suggestion to turn the Academy into a museum and stop renting it â€“ renting causes too much damage. Question was raised about liability to the Town by having people use the parking lot at SUMC and have them cross the street. The Town pays $750 a year to SUMC to use the parking lot.
â€¢ What happens to High St after the ByPass? Beyond the ByPass will discuss this issue.
â€¢ How are Brookeville Planning Commission appointed? And for how long? Members are appointed. The Commissioners are working on a charter for the Brookeville Planning Commission and phasing in 2-3 year terms.
â€¢ What are the Zoning differences between MoCo and Brookeville? Brookeville wrote the zoning code to meet the needs of Brookeville. If we followed MoCo, there would be too many variances due to lot sizes. MoCo zoning law too complicated, even with the recent rewriting of the zoning and we would be a different Town. In-law and accessory dwellings would not be permitted if we followed MoCO zoning.
â€¢ Why doesnâ€™t the County enforce the zoning code in Brookeville? Many Towns use MoCo zoning. Sometimes there are issues. There seems to be an issue with BPC enforcing the zoning code because we are all neighbors and who want to be the â€œbad guyâ€ to your neighbors.
â€¢ Why is there $250 in the budget for the Brookeville Angel? Working on a plan with Pogo to remove the Angel from his property.
Next Commissioners Meeting is June 8th.
Commissioner President Katherine Farquhar brought the following budget line item up:
6185 â€“ Professional Services (engineer, lawyer, consulting support)
6200 â€“ Salary (Town employees received a raise)
6255 â€“ New computer for Town and website enhancements
6147 â€“ Capital Expense (capital investment in Town)

$45K for Brookeville Academy: contracting for an interior designer, which the majority in attendance felt was unnecessary and too expensive.
Beyond the Bypass Committee will consider a new roof; walkway and handicap access; and investment to return.

Question was raised about how to get more people involved. It seems to be the same folks at each meeting. Need to get new residents involved.

The meeting adjourned at 9:10p.m.
Cate McDonald
Interim Town Clerk

June – Annual Town Meeting

Town of Brookeville
Annual Town Meeting Minutes
June 2, 2015
7:30pm

Commissioner President Katherine Farquhar, Commissioner Buck Bartley, Commissioner Sue Daley, Interim Town Clerk Cate McDonald, Academy Manager Andrea Scanlon, Treasurer Susan Johnson.

The meeting was called to order at 7:40pm to allow extra time for Residents to arrive in the pouring rain.

First meeting for the Beyond the ByPass, Chaired by Don Moore, will be held Thursday, June 11, 7:30pm at the Academy.

Bicentennial Commemorative Summary Accounting (2013-2015)
Big Thanks to Sandy Heiler for running the Bicentennial and keeping it within budget. The event was in the red by $2806.43.

Income
Madison Supper
Quaker Dinner
House Tour Registration
Symposium Registration
1814 Commemoration Sales
1814 Commemoration Grants
1814 Commemoration Donations
AMOUNT $255,115.90

Expense
Awards & Grants (event expenses)
Town Funded Expenses (budgeted)
Madison Supper Expenses
Symposium Expenses
AMOUNT $322,922.33

Town contribution up the difference between the total income and total expenses:
$322,922.33 – $255,115.90 = $67,806.43 subtract: Town budgeted amounts:

50,000 (2014)
+ $15,000 (2015)
-$65,000.00
Extra paid by the Town = ($ 2,806.43)

Brookeville won the MML Municipal Achievement Award for Town Spirit for the Bicentennial.

â€¢ Brookevilleâ€™s attention and fiscal planning were targeted to conserve resources and focus on improvements/repairs for the US Capital for a Day event in August 2014.

â€¢ Necessary repairs were made to Town properties and sidewalks during the year.

â€¢ However, the Town now faces a burden of deferred capital expenses, first and foremost for the Schoolhouse, then the Academy & its grounds, and Market Street.

Monitor the planning/construction by SHA of sidewalk on the West side of High Street.

The Town will wait until Beyond the Bypass makes recommendation before repaving Market St. Will add speed bumps, signs, and stabilize for now.

Town Government

A question was asked about archeology survey. The archeology survey was completed 8 years ago and does not need to be done again. The State does not release what items are found during a survey.

Questions / Comments

Question was raised about how to get more people involved. It seems to be the same folks at each meeting. Need to get new residents involved.

The meeting adjourned at 9:10p.m.
Cate McDonald
Interim Town Clerk

April 13 2015 Commissioners Meeting Minutes

Town of Brookeville

Commissioners Meeting Minutes

April 13 & 23, 2015

Present:Â Katherine Farquhar, Buck Bartley, Sue Daley

April 13^th Meeting: 6:10 PM; ended 6:50 PM

Town Spring Cleanup = 8-11, AM June 6^th (10 for Strawberry Festival volunteers)
Dumpster by Schoolhouse; plant flowers around Brookeville signs; other tidying tasks such as weeding Academy front walk & steps.
Hole at Market & North â€“ Buck will contact WSSC and may take immediate action = orange cone.
Street Gutter Cleaning:Â Buck will contact SHA to see if they can get this done

(Market/High)

Update re: Bypass from Sue â€“ optimism is warranted; agencies/players working more closely together. Sense of progress is clear.Â There is a calendar.
PEPCO: Chris Scanlon reported on the tree removal/trimming process;Â HAWP

process is being followed, residents are being notified by PEPCO contractor

Landscapers:Â for Heiler Hill;Â $350 was allocated to help with work to stabilize hillside;Â Susan J. will be consulted
Quick review of Academy Rental/Maintenance report was done

VOTES:

Dennis Bogan gets contract for Academy Alarm System
Approved March Commissioner Meeting Minutes as revised
Exterior light & Walkway deferred
Schoolhouse Dehumidification: Andrea will bring back to April 23^rd meeting as is awaiting better proposal.
Property Tax vote deferred to April 23 meeting

No update on SHA/County estimate for Market Street resurfacing; Buck is in contact

with them.

Deferred:Â Â Â Â Â Â Â Â Our House (Debbie Wâ€™s wall)

Budget Report (Susan not here)

April 13 Minutes reviewed & approved by unanimous vote.Â Â 4/20

April 23 Supplemental Meeting:

7:00 pm

Present:Â Katherine Farquhar, Buck Bartley, Sue Daley, Andrea Scanlon & Susan Johnson (2^nd Â½ of meeting)

Not here: Diane Teague

Residents:Â Barbara Ray, Sandy Heiler, Miche Booz

ROUTINE TOWN BUSINESS:

Review/Approve April 13 minutes – done.
Budget update: Receive and review and discuss budget report (Susan J.)

Susan presented the finances; Commissioners discussed status; bottom line â€“ budgeted 329K, will have final working figures by mid-May.

Commissioners and staff are starting to make a list of items needed for next year. Â Andrea will make a starter-list of Academy/town property items.Â Â Susan needs these lists by May 1^st if possible.Â Â Susan will meet with the Commissioners and workshop with Katherine in preparation for the Town Meeting on June 1^st.

Town Property
1. Exterior Light:Â Discussion, metal or wood?

Sandy Heiler notes: Cast Iron is likely not acceptable to HPC nor is change of materials so it will need to be wood.

Cost:Â Â Â New $425-950.

Refurbished $250+$100 shipping does include dusk-dawn sensor and frosted glass,

Pros and cons of each were discussed.

Handicap Door update:Â HAWP?Â Scheduled?Â Cost? Andrea requests issue to be deferred to next FY. Â Â Buck will get cost information for the work based on what they did at the Church. Rough estimate = $3000.Â The new door will require a HAWP.Â Â Overload for Academy Manager in this FY.
Walkway:Â By the May Commissioners meeting:Â Â 2^nd bid for walkway will be presented and voted on to cover specific brick (#, color, sample â€“ Sandy & Miche = Brick Team) replacement as alternative to resetting the current brick (bid #1) and the cost for materials and labor for this.Â Â Â Andrea will find place to stack (vs. dispose) of the current bricks if we vote for option 2
School House dehumidification, other needed repairs: Moldstoppers & HVAC contractors being considered for the next process: long term dehumidification. Temporary dehumidifiers running now; mold removal & installation of vapor barriers etc are done.

Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â i.Â Â Â Â Repairs to roof must be budgeted for:
1. ridge, flashing by chimney and the standing seams
2. Â different brackets for the gutters/snow guards.
Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â ii.Â Â Â Â We also need to do the grading HAWP and the water diversion strategies for the North Side, and assess and get a price for replacement of rotting wood siding.
Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â Â iii.Â Â Â Â We have a price now we are just vetting this.Â Â Must get price estimates to Susan J. by May 1^st so that we have in budget.
14 households (28%) participated in the April 13 Town Forum (â€œHearing Brookevilleâ€™s Prioritiesâ€).Â Â Teal, Davis, Heiler, Andress-Johnson, Moore, Syski (Also L. Syski), Farquhar, McDonald, Anderson, Bartley, Scanlon, Ray, Wheeler.Â Â Summary report to appear in Brookeville Times.
4 discussion groups produced notes that will be given to the proposed Bypass Task Force:Â Academy-Schoolhouse, Town Services, Town Government, Group E.
Key points:Â Participating households want 2 Town Meetings/year and BPC present with the Commissioners
Greater clarity on budget & Town finances is soughtâ€“ on expenditures, priorities, status of our funds
Workshops:Â Master Plan (familiarize Town with), HAWP Process, Building Stone Walls, History, schoolhouses, Historic District.
Gatherings: 2 TM/s year, Dinners and other activities for community & fund-raising;
Question raised about 501 c3 for Brookeville
Great deal of discussion about Market Street â€“ reconditioning it.
Surface of the townâ€™s roads:Â North, Water, South
Special Issues/VOTES:

Gravel Roads â€“ summer repairs: Buck is talking with Neil and will give a proposal to Susan. Will walk the gravel roads before finalizing contract.Â Â Usually is $1965 X 2.Â Â Â Considering whether to do alternative surfacing.Â Â Buck will update us.
Our House: Remove Angel Base, fill sinkhole, repair Debbie Wagner stone wallÂ Â Deferred to June.
Academy Roof â€“Research: Â Deferred to June.
Market Street update by Buck â€“ will get county to come out.Â Has been talking with WSSC about getting them to do 90-(2400)â€™ of the refurbishment.Â Â Thanks to Buck .
The Heiler Hill:Â Susan J. will get a bid (hill, cemetery) to clean it up and 1X/month for the summer to maintain.

Town Forum (â€œHearing Brookevilleâ€™s Prioritiesâ€):

Motion (Farquhar) unanimous approval voted: Â To establish the “Brookeville Beyond the Bypass Task Force” to be chaired by Don Moore and to include 6-7 members including 1 Commissioner and 1 Brookeville Planning Commission member plus others with consideration for geographic and generational diversity. Â The purpose of this Task Force: Â Ready the Town for its next era, beyond the Bypass. This is the approved wording.
Motion (Farquhar) unanimous approval voted: That the Town of Brookeville increase its tax rate from .015/$100 of assessed real property value to .020/$100 of assessed value, for a period including the 2016 and 2017 tax years. Â Academy roof, funds needed to ameliorate Academy â€“ and pay for the Town after the Bypass.
Motion (Farquhar):Â That the Commissioners authorize a budget item for expert consultants/resources as needed:Â Â highway/sidewalk engineering;Â historical interiors;Â municipal attorney;Â architecture/materials, etc.Â Â Â Â Amount to be discussed. Not considered
Other needed actions/motions/items for future agendas? Didnâ€™t get to this
1. Katherine: Â Town Charter Revision in FY 2016?
2. Others:

Deferred to June.

Material for Brookeville Times?

COMMIT TO OLNEY COC SCHOLARSHIP FUND @ SAME AS LAST YEAR

COMMIT $100 TO STRAWBERRY FESTIVAL WILL GIVE US LOGO IN THE PRINT MATERIALS

Move to Adjourn: 9:15 pm

Respectfully submitted by: Katherine Farquhar