Meeting minutes of Town Council Meeting on October 7, 2003

As reviewed, approved, and accepted by the Town Council on November 4 , 2003

October 7, 2003

The regular meeting of the Laytonsville Town Council was called to order by Mayor Charles W. Oland on October 7, 2003 at 7:35 p.m. in the Laytonsville Town Hall. Council members Bennett, Bradsher, Preusch and Wilkinson were in attendance. There were 15 citizens present. The Clerk and Treasurer were also present.

The minutes of the Public Hearings of September 2, 2003 to receive public comment on the proposed Land Plan Amendment and the proposed zoning Map Amendment were approved as presented.

The minutes of the regular Town Council meeting of September 2, 2003 and the minutes of the Work Session of September 16, 2003 were approved as presented.

Discussion Items:

Treasurer’s Report: The Treasurer reported that the major income for September, 2003 was $7,728.00 for municipal tax duplication payments and real property tax of $5,347.04. Major expenses for September, 2003 were $2,880.00 for Town Hall ground maintenance, $2,194.00 insurance fees and $2,057.77 for payroll expenses. The General Fund balance is $66,675.70; the CIP balance is $75,962.39. The total of the Town income, funds and assets is $407,706.59. Council Member Frank Bennett made the motion to accept the Treasurer’s report as submitted, subject to audit. Council Member Tom Wilkinson seconded. Motion approved.

Mayor:

Mayor Oland introduced Jake Cecere who re-presented the Lions Club Board of Directors’ Use and Indemnification Agreement for the Mayor and Council’s consideration.

Maryland National Capital Park & Planning: Mayor Oland requested that Council Member Tom Wilkinson introduce the representatives from the Maryland National Capital Park & Planning Commission. The representatives were introduced as Larry Cole, Coordinator-State Highway Transportation & Planning, Highway Division and Judy Daniels, a Land Use Planner for the Agricultural Master Plan. Mr. Cole displayed a master plan map of roadways in/around the Town of Laytonsville. In 1980, the Agricultural Reserve Plan showed a proposed Route 108 By Pass which had been on the records since 1967. The Town would have to address a letter to the Montgomery County Planning Board to request any authority regarding a proposed By Pass outside of the Town limits. Funding for a proposed By Pass within the Town limits is possible within the Smart Growth Program.

Ms. Daniels reported that a proposed By Pass outside of the Town would incur some environmental constraints. Mayor Oland reported that the Town had requested that Montgomery County conduct a study of the stop light at Brink/Sundown/Route 108 and that request May include a traffic count to support the By Pass request. Mr. Cole suggested that the Town might consider a separate road to alleviate traffic from the center of the Town.

Mayor Oland thanked the representatives for attending the meeting.

Town Hall Parking Lot Lighting: Mayor Oland reported that Bill Gangloff, Whitetail Electric, had installed a photo-cell vapor light on the parking lot side of the Town Hall. Whitetail Electric also replaced a faulty circuit breaker in the basement; connected the sump pump; and reviewed the electrical needs of the outbuildings.

J.B. Kline Snow Removal Contract: A contract for the 2003-2004 season was reviewed. Item “h” was added to include plowing of the Town Hall parking lot.

Town Hall Cleaning: Mayor Oland reported that Phyllis Sterling, resident, has agreed to perform cleaning services for the Town Hall on an as-needed basis at a rate or $12.50 per hour.

Town Hall Basement Windows: Council Member Tom Wilkinson reported that a proposal had been received from the MIG Corporation in the amount of $750.00 to remove and replace the two existing basement windows.

Town Hall Walkway: Resident Eric Wenger submitted a quote in the amount of $2,719.00 from the Great American Landscape Co. to replace the existing brick sidewalk with a four foot wide paver sidewalk.

Town Hall Sound Recording System: Council Member Tom Wilkinson submitted a proposal in the amount of $1,018.00 from the Guitar Center in Gaithersburg to supply two crate speakers, a third speaker, four mikes, cables, desktop Mike stands, a control board, and speaker stands.

Mobley Farm Drive – Erosion: Council Member David Preusch repaired the erosion with fill dirt and grass seed. Once the grass is established, the erosion should be contained.

Waste Management: Mayor Oland reviewed the current status of trash pickup in the Town and the difficulties being experienced with Waste Management. An Invitation For Bid to solicit other interested contractors was to be published in the October 8, 2003 issue of the Gaithersburg Gazette. The Town will open bids at the November 4, 2003 regular Town Council Meeting. Mayor Oland requested that the Council Members be prepared to take action on the Town’s refuse collection needs at the November 4, 2003 meeting and to review the Certificate of Insurance requirements. It was suggested that a minimum of $2.5 million General Liability coverage and a minimum of $5 million umbrella coverage be stipulated in any new contract.

Maryland Municipal League: Mayor Oland reported that representatives from the Maryland Municipal League will be present on November 4, 2003 at 6:30 p.m. to deliver an overview of the League and how municipal governments operate. Scott Hancock, Executive Director of the MML;Linda Burrell, Manager-Member Relations and Education; and Mark Frazer, Mayor of North Beach, MD and President of the MML will attend as representatives of the MML. The public is invited to attend.

Update from Chairs: Douglas Prasher, Chair of the Board of Appeals reported that the Board of Appeals has approved an application from the Laytonsville Volunteer Fire Department to modify their monopole. A Public Hearing was held on September 8, 2003 at 7:30 p.m. to consider the application.

Sheree Wenger, Chair of the Historic District Commission, reported that the Historic District Commission will meet on October 20, 2003 to lay out a plan for the Commission’s guidelines and regulations.

Eric Wenger, Chair of the Citizens Advisory Board, reported that at the last Citizens Advisory Board meeting, the proposed Route 108 By Pass was discussed and in light of the information received tonight, the Board will re-evaluate their discussion.

Mayor Oland reported that the Laytonsville Lions Club is hosting their annual community Halloween party on October 25, 2003, 7:30 p.m. at the Laytonsville Elementary School. Every child will receive a Halloween goodie bag with candy, some toys and a Halloween flashlight. All children are encouraged to wear their costumes and there will be a costume contest after the magician show. The show is free and everyone from the community is invited to attend.

Mayor Oland reported that F.E.M.A. will provide individual and governmental assistance for debris removal as a result of Hurricane Isabel. F.E.M.A. will only cover damage in excess of any insurance coverage. The telephone number to contact is: 1-800-621-3362. An application for the Town of Laytonsville will be submitted.

State Highway Administration: Mayor Oland reported that the State is replacing the asphalt curbing located in the front of Laytonsville Elementary School with concrete curbing.

www.Laytonsville.md.us: The Clerk reported that the web site is being updated relative to the Town’s Zoning Ordinance and the newly-amended/adopted Ordinances. The average daily number of visits to the Town’s web site for the month of August were 13 and the monthly number of visits for August were 414. The number of visits for September were: 17 and 524. Software will be purchased for the Town to enter and edit information to the web site.

Council:

Council Member Frank Bennett reported that the residents of S. Montgomery Street and other interested individuals met on September 27, 2003 with Council Members Preusch and Bennett. Council Member Bennett recommended that a 4-5 foot wide gravel shoulder be installed to alleviate the drainage problems on S. Montgomery Street. Mayor Oland reported that and improvements could not be funded until the next fiscal year.

Citizens:

Merritt Techter complimented the Town on the expeditious clean up after Hurricane Isabel and for the installation of stairs onto the rear deck of the Town Hall.

Phyllis Sterling reported that any improvements to S. Montgomery Street should include a catch basin to mitigate any other drainage problems. Phyllis Sterling also reported that a photo display of the Town’s veterans is planned for display during the month of November and any resident that would like to participate can contact Phyllis Sterling at (301) 926-2131.

Action Items:

Laytonsville Lions Club Use and Indemnification Agreement: Council Member Dave Preusch made the motion to accept the proposed Laytonsville Lions Club’s Use and Indemnification Agreement for their monthly meetings held at the Town Hall. Council Member Frank Bennett seconded the motion. Unanimously approved.

Town Hall Cleaning: Council Member Frank Bennett made the motion to engage Phyllis Sterling to clean the Town Hall on an as-needed basis at $12.50 per hour. Council Member Dave Preusch seconded the motion. Unanimously approved.

Town Hall Basement Windows: Council Member Tom Wilkinson made the motion to accept the proposed bid from the MIG Corporation to remove and replace the existing windows in the basement of the Town Hall at a proposed cost of $750.00. Council Member Frank Bennett seconded the motion. Unanimously approved.

Town Hall Sound Recording System: Council Member Tom Wilkinson made the motion to accept the proposal from the Guitar Center to supply the Town Hall with sound recording equipment for the proposed amount of $1,018. Council Member Frank Bennett seconded the motion. Unanimously approved.

J.B. Kline Snow Removal Contract, 2003-2004: Council Member Dave Preusch made the motion to accept the proposal from J.B. Kline for snow removal for the 2003-2004 year for the Town of Laytonsville with the addition of item “h” to the contract (plow the Town Hall parking lot). Council Member Tom Wilkinson seconded the motion. Unanimously approved.

Town Hall Walkway: The proposal from Great American Landscape will be discussed at the Work Session on November 18, 2003. Mayor Oland requested that Council Member Frank Bennett contact Great American Landscape to submit their counter proposal to include removal of the existing brick walk, grade and add soil as needed.

Council Member Frank Bennett made a motion to adjourn the meeting at 9:45 p.m.

Council Member Tom Wilkinson seconded. Motion approved. Meeting adjourned.

Cathryn D. Buit

Clerk

October 7, 2003