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13 December 2010 | Approved: 10 January 2011

Mayor Anderson called the regular meeting of the Town Council to order at 7:30 p.m. In attendance were Councilors Georgette Cole, Sylvie Favret, Joli McCathran and Bill Robertson. Also present were Treasurer Mary Challstrom and Town residents Ann Briggs and Charlie Challstrom. Councilor Clark arrived after the approval of the minutes.

Approval of the Agenda

Georgette Cole moved, Sylvie Favret seconded that the agenda for December 13, 2010 be approved. Vote: 4-0.

Public Appearances

There were no public appearances.

Approval of Minutes

Georgette Cole moved, Sylvie Favret seconded that the Town Council minutes for November 8, 2010 be approved. Vote: 4-0.
Georgette Cole moved, Sylvie Favret seconded that the Town Council minutes for November 22, 2010 be approved. Vote: 4-0.

Approval of Council Reports from November 2010 for Posting on the Website

Treasurer’s Report

  • Mary Challstrom reported that Town Attorney Bill Roberts’ invoices from October had been received. There was a brief discussion about overages in the walkways category and about how Steve’s time is spread throughout the budget.
  • Joe Clark moved, Georgette Cole seconded that the Treasurer’s Report for November be accepted. Vote: 5-0.
    Georgette Cole moved, Joe Clark seconded the motion to transfer funds from savings to checking in order to pay bills. Vote: 5-0.
    Georgette Cole moved, Sylvie Favret seconded the motion to introduce Resolution No. 2010-13; Budget Transfer Resolution FY 2011 (1). Vote: 5-0.
    Joe Clark moved, Bill Robertson seconded the motion to approve Resolution No. 2010-13; Budget Transfer Resolution FY 2011 (1). Vote: 5-0.
  • Mary Challstrom explained the procedure for the disbursement of funds for the LOS field that come from the anonymous donor. The Mayor must write a letter to Town Attorney Bill Roberts asking him to contact the donor and approve the disbursement of funds.
    Georgette Cole moved to have the Mayor write the necessary letter requesting contact with the donor for approval of the disbursement of funds. Sylvie Favret seconded the motion. Vote: 5-0.
    There was a discussion about a resolution to acknowledge/thank the anonymous donor and both attorneys. The Council thought this was a good idea.
  • Treasurers Report 2010-12 pdf

Leaf Collection Contract – Discussion about change order

After a discussion about historical numbers, contract language, what is still left to pick up and how to proceed, it was decided that Bill Robertson would discuss the best way to get piles picked up now and negotiate meeting the contractor halfway in terms of the extra cost. Next year, the contract will have language that is less vague and numbers that are more realistic. Bill will set up a meeting with U.S. Lawns.

Mayor’s Appointments – Planning Commission Appointments

Mayor Anderson reported that he will accept the resignation of Planning Commission Chair Bob Evans in January. Eric Gleason has agreed to take on this responsibility. Jane Seegal resigned as the Planning Commission alternate. Brenda Gumula agreed to take Jane’s place.
Bill Robertson moved to approve Brenda Gumula as the new alternate on the Planning Commission. Sylvie Favret seconded the motion. Vote: 5-0.
Eric Gleason will be elected Chair at the January Planning Commission meeting. Mayor Anderson is working on someone else to fill the remaining regular member vacancy.

Mayor’s Announcements

  • Deer Park Bridge – Mayor Anderson reported that the DP Bridge group met on December 1, 2010 and members agreed to do certain “assignments” and be ready for discussion at the January meeting. The Mayor and Council discussed the possibility of a compromise where CSX lowered the tracks 4-6 inches and then raising the bridge the remaining distance, an inclusive memo of understanding, changed elevations of the roadway, the fact that CSX can do what they want regardless of the Town’s opposition and how to minimize the effects of this project on the Town. Mayor Anderson also brought up the issue of the consultant hired by Gary Hayward to help with the issue of lowering the tracks under the bridge. The timeline to hire the consultant was too tight for Gary to follow the proper process for the procurement of funds so he decided to take the chance and pay for this himself. The cost for this was approximately $1,500.00. A discussion ensued resulting in the decision to reimburse Mr. Hayward. The rationale behind the decision was that the Council would more than likely have approved this expense if there had been time to properly present the request. Although the process was not correct, this action brought helpful information to the group and was done with the Town’s best interest in mind, therefore, the Town Council authorized the reimbursement to Mr. Hayward. This action is not intended to set a precedent.
  • Bill Robertson moved to reimburse Gary Hayward up to $1,500.00 to pay for the consultant that he brought in to help with lowering the CSX railroad tracks as part of the National Gateway Initiative. Georgette Cole seconded the motion. Vote: 5-0.
  • Corridor Cities Transitway – Mayor Anderson stated that the Town statement in the Gaithersburg West Master Plan supported this light rail project. He would like to solidify the current language as the Town position which supports this light rail project, in concept, but only if the project happens before the development begins. The Council agreed to have the Mayor re-write the language to more clearly state the Town position.

New Business

Sylvie Favret asked that the McCathran Hall rental policy be placed on the agenda for the January meeting. She would specifically like to discuss loud, amplified music.

Joe Clark would like the following three (3) items placed on future agendas;

  • Mayor’s term of office, 1 year vs. 2 year
  • Lake drainage – policies and practices in terms of run-off and the environment
  • Budget clarification – money from savings vs. money from reserves

Joli McCathran asked who had volunteered for the new Field Committee and if a Council liaison would be required. Mayor Anderson said, yes, there would be a Council liaison and suggested that the group would have lots to do in the beginning and then "resurrected" as needed in a similar fashion as the Deer Park Bridge group.

Mayor Anderson reminded the Council of the change in due date and process for the Council Reports and that the January meeting would be on the 10th.

The meeting was adjourned at 9:25 p.m.

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