Council Meetings Agendas

Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting Meeting of the Mayor and Council of Brentwood Date: June 3, 2015 Council: X Vice Mayor Jeffrey Clark X Council Member Tonya Harrison X Council Member Regina Morlan X Council Member Victor Olano X Mayor Rocio Treminio-Lopez Town Staff: X Reginald Bagley, Town Administrator X Magdalena Rojas, Town Clerk X Robert Althoff, Chief X Shelly Gaylor, Treasurer Mayor Treminio-Lopez called the meeting to order at 7:46 pm _________________________________________________________________________________ APPROVAL OF AGENDA : Motion: Vice Mayor Jeffrey Clark to approve the agenda, second by Council Member Victor Olano The Agenda was approved with addition and removal of: Approved  Add Audit under Treasurer Report  Table National Nights Out PRESENTATIONS Mr.Bagley mentioned that this is related to Mr. Wu’s work on the sidewalk audit in 2012. 2012 St reet Inventory by Mr. Wu from G& C Consultants in Prince Georges County -This report started about 3 years ago, and ended by when he resigned working with the Town of Brentwood. He will be glad to finish the work from 3 years ago, however he is under no contract with the Town. This project started as a street inventory report, to find out the condition and any other observations that could be recorded. In some cases there might be recommendation but it was mostly the recording of measurable observations. The total was $5,000.00 when originally submitted; and there was a payment of $3,000.00 to the original quote. The previous mayor told G&C to please stop working since there would be no more money for this. When he was requested to finish this he sent in a report to date. Since 3 years have gone by Mr. Wu has currently submitted another proposal for $3,500.00. This report can be used as a record, and can be altered later to be kept current. It can also help display where the most update is needed. Brought an example of the City of Riverdale Park. To date the Town does not owe anything and to finish and update this report it will cost $3,500.00 1  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting PUBLIC INPUT / COMMENTS : COMMENT : Ron Bretemps , Upshur Street Report from Publics Work Committee-Faith Outreach sign; They have two gates apart from their entrance in Volta Street. They suggest that they use both gates that are on Rhode Island Avenue. Concerned about the cable quality, the messages during the day cannot be read due to this quality and small font. Please consider anything that can be done to help with this. Opposed the Bullet Proof Glass, and would go against the small town feel. Sees no point in spending the money, since it will not accomplish anything for the employees. Concerned about the date change and how it will affect citizen participation. Agrees with Mr. Wu and suggest we get a grant to fix up the streets and side walks. Response: Requested written report for committee. POLICE CHIEF UPDATES Mutual Aid Agreement -Copies was sent out about the agreement between Brentwood and Edmonson, apart from this there is no other agreement has been proposed and it seems that it would be beneficial. Mutual Aid agreement would mean that officers from other areas could come back up our officers without repercussion. This agreement will lead to increased officer safety as well as civilian safety, with more available support in case of large disasters. The agreement has been reviewed by the Town Attorney and will be further discussed on June 17th meeting. Proposals are submitted to us from other agencies not from us to others. Council Member Harrison and Council Member Morlan wanted to place on the record for the staff and the residents that they fully support the Police Department Front Glass -He likes to meet people face to face, however since he lived through a moment with Laurel in which an employee was beat and incapacitated for six months he supports the need for a barrier. The barrier is needed, if not a bullet proof glass. So far in these two weeks he has already had to diffuse a situation and sees great benefit from this. Mayor wanted to make sure that we recognize that people who come here are not only our residents. National Night Out – August 4th he is a high supporter of this event Police Department Mission Statement and Core Values -There has been no real mission statement or core values for the Police Department, Chief Althoff has written up a mission statement and core values and presented it to the council. Would like to get it approved today. Council Member Morlan states that the Police Department does not need to be micromanage and trust should be placed in the Chiefs Expertise. Motion to accept the mission statement and core values with the possibility for changes from the council for the Brentwood Police Department by Vice Mayor Clark, seconded by Tonya Harrison. Approved by Roll Call with Mayor, Council Member Harrison, Council Member Morlan for and Council Member Olano, Vice Mayor Clark abstaining.  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting Motion to table the motion by Vice Mayor Clark seconded by Council Member Olano. Motion failed by roll call with three against Council Member Harrison, Council Member Morlan, and Mayor Treminio-Lopez. MINUTES Previous Council Budget Meeting April 16, 2015 Council Meeting April 21, 2015 Budget Meeting April 21, 2015 Budget Ordinance Hearing Meeting April 28, 2015 Motion to table all previous council minutes from April 16, April 21, and April 28th till June 17, 2015 by Council Member Morlan, Seconded by Vice Mayor Clark. Approved unanimous voice vote. Current Council Council Organization Meeting May 11, 2015 Special Meeting May 11, 2015 Report out of Executive Session for May 11, 2015 Motion to table the Current Council minutes; the Council Organization meeting May 11, 2015 and Special Meeting May 11, 2015 and report out of Executive Minutes by Council Member Harrison, seconded by Vice Mayor Clark. Approved unanimous voice vote. TOWN TREASURER REPORT Pay roll is up to date in the system and will move forward to the getting deposit records up to date. Audit- Bob Diss came and met with the town, there was a surplus of $283,666.00. In the management letter we were cited for having material weaknesses. This mean that things such as errors and frauds get to go undetected, in order to resolve this we need to set up internal control. Recommends that we do not post the letter to the public but rather state items that where placed and how we plan to resolved them. Motion to Approve the Mayor and Treasurer signing the Management Rep letter, to be scanned and sent to the auditor, and to receive the audit. Motion was made by Vice Mayor Clark, seconded by Council Member Harrison. Approved unanimous voice vote. Motion to accept the town treasurer report by Council Member Harrison, seconded by Council Member Morlan. Approved unanimous voice vote. TOWN ADMINISTRATOR REPORT PY34- Most of what we need to submit has been done, reporting transactions are what is at bay currently Open Space Grants - Grant 2011 must be completed and submitted for 2016 and will be completed in time for 2016  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting G&C Consultant - Report was given by Mr.Wu Motion to authorize they payment of $3,500.00 to G&C Consultants (Mr.Wu) to finish and update the street inventory report from line item 5-8020 seconded by Council Member Olano. Approved by roll call all in favor. Brentwood Clean Water Awareness Day - Meet with Lisa and set the schedule. Date is Saturday June 27th from 10am-3pm. There will be promotion of the event during Brentwood Day. A proclamation will be created and read in June 17, 2015 council meeting. Second request for Town Clerk and Police Clerk Computers -request are in the packet you see the two proposals. The clerk’s computer needs to be replaced and also a note has been made that the clerk is currently using her own computer to type up minutes. 41 st Street Development - The developer will come to meet with the Town Administrator next Thursday June 11, 2015 at 11am Firehouse Bids- Will open tomorrow night and see what we have Motion to Approve Town Administrator Report made by Council Member Olano Seconded by Vice Mayor Clark. Approved unanimous voice vote. OLD BUSINESS Attendance at Edmonston Day/Parade on June 20 th - Council Members will email to see who is available to attend Status of Recruitment for the Treasurer - Second offer will be made if no acceptance then the town will move to recruit again Stipend for Phone Bills - Tabled until July MNCPPC - Contract was sent to all for review Motion to accept the agreement between the council and MNCPPC and to authorize the Mayor to sign the final version of the agreement by Council Member Morlan seconded by Council Member Harrison, Approved by roll call all in favor Performance Arts Camp - Hosting requested for two weeks and we can only host for one week, August 10-14. An agreement statement is requested for June 17 meeting, so it can be voted on. An information table is going to be available during Brentwood Day to provide information. Front Glass Motion to table the front glass sliding glass door until June 17 meeting by Council Member Harrison, Vice Mayor Clark. Approved unanimous voice vote. Community Legacy -Agreement needed to be singed so it could be received before May 30, 2015, we are late Motion to authorize the Mayor to sign the Community Legacy-Agreement so work can start, and the town can move forward with the corrected dates by Council Member Harrison, seconded by Vice Mayor Clark. Approved by roll call all in favor.  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting Reschedule July Meeting -Reschedule the Meeting of July 1st which is the last day of MML Conference. Council Member Morlan would like to state for the record that we are reschedule due to MML so we are prepare for the meeting. Motion to reschedule first Wednesday meeting of the month, which would be July 1nd to July 8th in order to stay in schedule by Council Member Harrison, seconded by Council Member Olano. Approved by Council Member Harrison, Council Member Morlan, Council Member Olano and Mayor Treminio-Lopez for, and Vice Mayor Clark against. Status of Council Orientation Retreat Session -The facilitator is available and it is suggested that the Mayor and Council orientation be a half day and off site and handles by a facilitator. Work can be done on the preliminary details as a team. Mayor proposes that Council Member Harrison be a part of the preliminary team. Will be presented back in July 8, 2015 MML Travel Advanc e- Standard pay rate is $193/per night (3 nights) and $71/per day (4 days) Motion to approve 193 $193/per night (3 nights) and $71/per day (4 days) for a total of $863.00 from 5- 1190 per attendee by Vice Mayor Clark, seconded by Council Member Olano. Approved by roll call all in favor NEW BUSINESS Barlett Gazebo rental June 28 th Motion to approve the gazebo rental for June 28th by Vice Member Clark seconded by Council Member Harrison. Approved unanimous voice vote. Anacostia Trail Heritage Association Governing Board Appointment - We can have someone in the board Motion to appoint Council Member Morlan as a member for the governing board for ATHA by Council Member Harrison, seconded by Vice Member Clark. Approved by roll call all in favor. Faith Outreach request “Do Not Block Driveway ” on Volta Ave . The town administrator will contact the Center to ask them to open the other gates in order to alleviate the traffic as requested by Vice Mayor Clark. Complus Data Traffic Citation Tickets - Purchase Order needs to be approved for a total of $1,757.07, this is for the rolls that go into the hand held devices. Motion to approve the purchase order 4389 of traffic citation tickets in the amount of $1,757.07 from line items as specified in the purchase order from Complus by Council Member Olano, seconded by Council Member Harrison. Approved by roll call all in favor Town Clerk Computer Motion to approve the purchase of a town clerk computer in the amount of $1,300 for line item 5-1135 by Council Member Olano, seconded by Council Member Harrison. Failed with Mayor Treminio-Lopez, Council Member Olano for, and Vice Mayor Clark, CM Harrison, And Council Member Morlan against. Compost Bins Motion to approve the Compost Bin purchase from 5-1245 for amount of $335.00 by Council Member Harrison, seconded by Vice Mayor Clark. Approved by roll call with Council Member Molan abstaining due to wanting to wait and discuss it farther.  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting BRENTWOOD DAY Council Member Morlan gave update; everything is going well and volunteers are requested. Only two spaces are left as far as tables. Everyone working on Brentwood day will meet here on Friday at 6pm. MEETINGS Council Meeting June 17, 2015 @7:30pm Committee Meetings: CSEC Meeting June 5, 2015 @7:30pm ANNOUCEMENTS Brentwood Day is taking place on June 6 from 11am-5pm Brentwood Day parade will take place at 11am Prince George’s Green and its partners including local businesses are organizing a Clean Water Awareness Workshop/Day of Action in Brentwood on Saturday, June 27th! The event involves a stream clean up, lunch, and then offer three options for workshops about Clean Water resources/opportunities to help homeowners go green while enhancing our neighborhood. IF you are a local business or a resident who would like to participate, please contact Lisa Lincoln (lisa.l.lincoln@gmail.com), Executive Director of Prince George's Green. Fire House Bids will be open June 4, 2015 at 6pm Meeting adjourned at 11:20pm Motion to Adjourn by Vice Mayor Clark and seconded by Council Member Harrison . Approved Submitted by: ________________________________ Magdalena Rojas Town Clerk Mayor, Rocio Treminio-Lopez Approved: _____________ ______