---

8 August 2016 | Approved: 12 September 2016

TC REPORT – August 2016

Mayor Joli McCathran called the meeting of the Town Council to order at 7:30 p.m. In attendance were Council Members Georgette Cole, Audrey Maskery, John McClelland, Greg Silber and Shelley Winkler. Also present were Treasurer Mary Challstrom, residents Charlie Challstrom, Mark Fredericksen, Meredith Horan, Joan Mahaffey, Bruce Rothrock, Kitty Seiferlein, Steve Werts and property owner Dennis Kane.

Closed Meeting Statement:

Mayor McCathran read the following closed meeting statement:
The 11 July 2016 meeting of the Town Council in the Council Room in McCathran Hall went to a closed session at 9:40 PM. The meeting was closed under General Provisions Article 3-305(b), (1) to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over whom this public body has jurisdiction or any other personnel matter that affects one (1) or more specific individuals. Georgette Cole, Patrice Klein, Audrey Maskery, John McClelland, Greg Silber and Shelley Winkler voted to close the meeting. The Mayor and Town Council attended the closed session. This was a discussion about employees. No action was taken. There was no recorded vote.

Approval of Agenda:

Georgette Cole moved to approve the agenda. Shelley Winkler seconded the motion. Mayor McCathran added maintenance equipment purchase (#8) and Saybrooke (#7. a) to the agenda. Vote: 5-0, as amended.

Public Appearances:

There were none.

Approval of Minutes:

Georgette Cole moved to approve the minutes of the Town Council meeting on July 11, 2016 and post them to the website. John McClelland seconded the motion. Refinements were made to the minutes. Vote: 5-0, as amended.

Treasurer’s Report:

Treasurers Report 2016-Julypdf
Georgette Cole moved to accept the FY16 year-end Treasurer’s Report. Greg Silber seconded the motion. Vote: 5-0.

Shelley Winkler moved to accept the Treasurer’s Report for July 2016. Audrey Maskery seconded the motion. Treasurer Mary Challstrom answered questions about real property and income taxes.

John McClelland moved to transfer $10,000 from savings to checking to pay bills. Georgette Cole seconded the motion. Vote: 5-0.

Draft Request for Proposal RFP Boundary Survey:

Mayor McCathran reported the Planning Commission made the recommendation that the Council accept this RFP at its August 3, 2016 meeting. Charlie Challstrom distributed copies and explained one objective of the survey is to remove the plats in the East Woods making it all one parcel. Some adjustments involving the placement of orange poles were made to the request for proposal. Specifically, no orange poles will be placed behind private homes in Town. Shelley Winkler asked for a legal review of standard language the Town uses in nearly all its RFP’s suggesting these should be updated. Mayor McCathran said she would send the basic language to our Town attorney for review.

In principle and concept the Council will move forward with this RFP pending another review of proposed adjustments during the next 30 days. The RFP will be distributed in September and vendors will have 60 days to reply. Sealed bids will be opened at the November meeting.

John McClelland moved to accept the RFP for Re-Subdivision and Marking Boundary of the East Woods including anticipated review and minor revision. Audrey Maskery seconded the motion. Vote: 5-0.

West Woods Boundary/Saybrooke:

Charlie Challstrom reported most of the original green markers with silver tops are still in place along the West Woods/Saybrooke boundary. Markers are missing at the homes where the encroachments to the Town woods occur. The Mayor will send letters to the two (2) homes where the violations occur stating the Town will be surveying the area and placing markers on the property line. Inappropriate use of Town land will be noted and property owners will be given a certain date by which structures and any other items must be removed.

Maintenance Equipment Purchase:

The Council considered purchase of a skidloader with low hours and currently priced at $25,000. Uses for this equipment include; snow removal, woods work, playground work, etc. There was discussion about this purchase exceeding $5,000, but Town’s acquisition of the Town truck was without the competitive bid process due to unique circumstances related to purchasing previously owned equipment. Mayor McCathran will ask the Town attorney to review the Town Charter language (Section 57) governing purchasing and contracts.

John McClelland moved to authorize Maintenance Supervisor Steve Werts to purchase a used, well-maintained skid loader with low hours. Georgette Cole seconded the motion. Vote: 4-0, Shelley Winkler abstained.

Georgette Cole moved to transfer $25,000 from savings to checking to cover the purchase of a skid loader. John McClelland seconded the motion. Vote: 5-0.

Policy for Time Constraints During Public Appearances:

Mayor McCathran reported she spoke with the Town attorney about this subject. Time constraints can be put in place but they must be the same for all meetings including meetings of the Town’s Commissions. A five (5) minute limit was suggested. It was noted that answering questions presented by the Mayor or Council members would not count against the five (5) minute limit. Implementation and notification were discussed as well. Mayor McCathran said she would provide a write up for the Town Bulletin.

Emergency Preparedness Report:

Chairman Mark Fredericksen once again summarized the Task Force’s findings and addressed the Council’s questions about Town infrastructure use, Town communication system and the implementation of a new committee to put the Emergency
Preparedness Plan into effect. Mayor McCathran will write an announcement for the next Town Bulletin. She thanked Mark and the Committee for their thorough, hard work. Georgette Cole remarked the GROVE ALERT addresses could be put on another computer so others might issue an alert remotely if necessary. Steve Werts asked if the new committee would work on the proper placement of house numbers and street names in order to help firefighters and police officers find homes more quickly. It was suggested there be another Bulletin announcement about the importance of visibly identifying houses for emergency purposes.

Website:

Shelley Winkler reported Christine Dibble and Mimi Bolotin have volunteered to work on accessibility and content monitoring of the Town website. The new website needs more monitoring than originally thought. The goal is to get it more up-to-date and working to meet user’s needs. Bill Saar will continue to post agendas, minutes, reports as he has been doing. Liaisons were asked to remind their Commissions/Committees Bill Saar prefers Word documents sent to him for posting.

Council Reports:

Greg Silber moved to approve the Council Reports for posting on the web. Shelley Winkler seconded the motion. The Council discussed:

• Receipt of new release of liability forms from the Town attorney
• Opinion of the Planning Commission that a dog park on Town land was in keeping with the Town Master Plan.
• The drainage reconfiguration project near 405 Chestnut Avenue
• Definition of a non-contributing structure

Vote: 5-0, as amended.

Mayor’s Announcements:

Block 11: With the completion of the brick walkway in Block 11, Mayor McCathran has drafted a letter to the resident at #8 The Circle about the removal of her items from Town property. The resident will have 60 days from the date of the letter to comply. The Town attorney is reviewing the letter.

Cator Property: The sub-division plat was received on August 5, 2016. However, the Town has not yet received the Forest Conservation Plan. Both need to be approved by the Planning Commission. Mayor McCathran will write letters to the property owners, real estate agent and the surveyor concerning the required approvals. Town approval must happen before the lots can go on the market.

Speeding – Red Corolla: Mayor McCathran reported the vehicle consistently speeding through Town for the past three (3) weeks or so, was finally apprehended by the Montgomery County Police at 6:00 p.m. today. The police called the Mayor once the driver was apprehended.

Maryland Open Meetings Act Change: The Mayor reported a change to this law. Agendas must be posted at least 24 hours before any meeting. She will inform those who may be affected by this change.

Church Group at 109 Washington Grove Lane: Aaron Pollard attended the August 3rd meeting of the Planning Commission to inquire if a church would be a permitted use of a space in the Commercial Corner. He was told a Zoning Text Amendment would be necessary to allow for this as a special exception. The Commission thought this was a reasonable way to handle the request. The Mayor wrote an e-mail to the real estate agent who was acting as property owner John Bell’s representative. There has been no further communication.

New Business:

Greg Silber asked about the previous invitation for Vacant Properties Task Force Chair David Stopak to give an update to the Council concerning their progress. Mayor McCathran talked to David and he indicated the meetings are open to all who wish to attend. When asked about the addition of occupied homes to their charge, David reported, via the Mayor, there were those on the Task Force who felt the Mayor’s charge could not be completed without addressing occupied homes as well. The Committee will submit a report to the Council soon.

The Clerk asked about any action on a forwarded e-mail from Linda Buel (405 Chestnut Ave.) concerning another daily, speeding vehicle. The Mayor and Council said to thank her for getting part of the tag number and ask to try to get the full number so it may be reported to the police.

Mayor McCathran brought up an idea from the Clerk concerning the devastation caused by severe flooding in Ellicott City in Howard County. The Clerk asked if the Town could make a monetary donation to help. Several Council members were uncomfortable with setting a precedent by sending Town funds to the city. Shelley Winkler suggested town residents could be made aware of the donation opportunities in other ways.

There being no further new business, the meeting adjourned at 9:52 p.m.

Audrey Maskery moved, Shelley Winkler seconded the meeting be closed to the public in order to discuss personnel matters. Vote: 5-0.

The Mayor and Council went into closed session at 9:55 p.m.