Council Meetings Agendas

Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting Meeting of the Mayor and Council of Brentwood Date: July 8, 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 7:38 pm _________________________________________________________________________________ APPROVAL OF AGENDA : Motion by Council Member Olano to approve the agenda, second by Council Member Morlan The Agenda was approved by roll call, with Council Member Harrison, Council Member Olano, Council Member Morlan, and Mayor Treminio-Lopez in favor. Vice Mayor Clark abstained. Vice Meyor mentioned he had some questions that where never answered regarding the agenda and how some things where removed without an official decision being made. Town Administrator mentioned that he responded to all the questions addressed via email and apologizes for any that might have been missed.. PRESENTATIONS DILA-Holladay/ 41 st Street Development Project (Erin Gorman ) - 4406-4418 41st Street Mrs. Gorman wanted to provide and update as to where the project is currently. Historically this lot was used as residential property. They met with other organizations in the Gateway Art District in order to know the path that the neighborhood is headed in so that in the process of renovating they will be headed in the same direction. They run a construction business that mainly deals with home renovations. They outgrew their current location and looked at options finding Brentwood as the best possibility. There is a subdivision hearing June 9th in which they will verify all the requirements from PG County are met. Brentwood residents and others who attended previous hearings, expressed a desire to get parking in order to allow people to stop in Brentwood and not simply drive-thru. Green Roof and 1  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting Solar System is considered as part of the building plans. Mr. Bretemps asked about the address that will be displayed on the building and where the building will end. Lindsay & Associates Audit Report (Bob Diss) - Mr. Diss apologized about not being available last time, he then proceeded to review the audit that each council member had. The audit in front of them and was reviewed by the Mr. Diss. Questions through out the year can be made by a phone call. Council Member Olano asked how the Town could do better. Mr. Diss mentioned that the Town is already doing better as far as internal controls, but should make sure we have a competent and stable Treasurer. We are only missing the UFR, which the Treasurer has to review and send to the State. Council Member Harrison wanted to make sure that the established deadlines and time line was established so we can get the Audit for FY15 ready on time. PUBLIC INPUT / COMMENTS : COMMENT : Ron Bretemps, Upshur Street Would like to thank the residents who have contacted him about the time limitation. They have expressed agreement with his point of view that people should not be limited to how long they can speak. As far as the dumpster is glad to see he that it has moved it to the front, however there are concerns about things they hanging by the sidewalk and near the loading dock. On another note the citizen noticed that the committees are not meeting. He wonders why since usually people are appointed during the organization meeting. As far as the computers he got some advice that all the computers be updated weekly and to make sure everything is current every week. His advisor thinks that computers freeze due to lack of upgrade, lack of maintenance, and a number of viruses. Also wondering when we will have a full Treasurer Report. Response: Town Treasurer states that the Town will receive a report on the Meeting of July 15, 2015 COMMENT : Phillip Guy, 3505 Rhode Island Avenue He is here to meet everyone and see how he can improve his store and the Town. He wants to help the Town and Community in order to get some help to make his store better. Response: Mayor requested if he could please meet with Council Member Harrison and the Town Administrator; please leave your contract information with the Town Administrator Vice Mayor would like to comment that he is missing an event due to current events in the town, and hopes that people on the Council share their schedule so we can arrange meetings around everyone’s events MINUTES Previous Council Budget Meeting April 16, 2015 Council Meeting April 21, 2015 Budget Hearing April 21, 2015 Budget Meeting April 28, 2015 Budget Ordinance Hearing Meeting April 28, 2015 2  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting Motion to approve all previous Council minutes for Budget Meeting April 16, Council Meeting April 21, Budget Hearing April 21, 2015 and April 28, 2015. Motion made by Vice Mayor Clark, Seconded by Council Member Morlan. Approved by roll call vote. Council Member Harrison abstained due to not having reviewed the minutes yet. Council Member Morlan, Council Member Olano, Vice Mayor Clark and Mayor Treminio-Lopez in favor. Current Council Executive Minutes June 24, 2015 Council Meeting June 17, 2015 Motion to approve the Current Council minutes; the Council Meeting July 17, 2015 by Council Member Morlan, Seconded by Council Member Olano. Approved by roll call. Vice Member Clark abstained and Council Member Harrison against. Council Member Morlan, Council Member Olano, and Mayor Treminio-Lopez in favor. Executive Meeting June 24, 2015 Tabled TOWN TREASURER REPORT Check Report - was provided and made from the accounting system so that it is clear that no alterations where made. Treasurer has question about the Mayors spending $500.00 and what the rules are, since the Treasurer has been questioned. Council Member Morlan states that previously it was that all purchases had to be approved. Vice Mayor Clark would like to have copy available for all invoices. Purchase Policy was passed out to all Council Members and the Mayor. Internal Controls Placed- Previously anything related to finances was handed to the Treasurer, we are now going back to the segregated duties. Cash comes in to the clerk who records and deposits. When checks are cut they are not returned to the Treasurer until they are ready to be filed. Petty cash - will be re-established this coming week at $300.00 Deposit Note - Council Member Morlan would like to make sure that the staff in charge of deposits has been taught about making sure that checks that are deposited must be addressed to the Town. Treasurer responded with taking full responsibility about an internal control error that occurred during a deposit in June. MML- Expense reports have to be turned in by all those who attended MML. Motion to pay Lindsey+Associates $10,920.79 from line item 5-1055 by Council Member Morlan seconded by Council Member Olano. Approved by roll call by all. Council Member Harrison, Council Member Morlan, Council Member Olano, Vice Mayor Clark, and Mayor Rocio Treminio-Lopez all in favor. Motion to accept the Town Treasurer report by Vice Mayor, seconded by Council Member Morlan. Approved by voice vote 3  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting POLICE CHIEF REPORT National Night Out - will take place in August 4 from 6pm-9pm. There will be a bike parade and rodeo, would like the council to be judges. Officer McCoy -will be finishing her training and is happy to report that we will have more coverage soon. Police Officer Position - Oral Interviews have been completed, hopes we will soon have one more officer out patrolling the town. Mutual Aid Agreement - met with Edmonston Chief to talk about the agreement and will be meeting with the Chief of Mount Rainier in the upcoming week. Neighborhood Watch- Group will be reinstated there will be a meeting taking place on July 21 at 7pm Domestic Violence Program - looking to start one, he has started making contacts and they will be present during Nation Night out. Identity Theft for Seniors - Has program ready just needs a date. And would like to have establish a precedent where Police Officers can stop and check on Seniors citizens who request as well as any people with a disability. Police Activities League- This program is meant look out for kids who are in need. It essentially helps them learn life treasures such as cooking doing Homework, and becoming a better citizen. Council Member Olano would like a written Chief’s Report in the future. Motion to accept report by Vice Mayor, second by Council Member Morlan. Approved by voice vote TOWN ADMINISTRATOR REPORT PY34- Gave a written report that was made available to the council. The Town currently needs to complete and turn in a self-evaluation questionnaire (504). Windom Road Sidewalk Project Status (Proposal Received)- Mr. Wu submitted a proposal to the Town Administrator and Vice Mayor Clark. Vice Mayor would like to have it available to all. Open Space Grants - Provided a description of the Grants, and will have a conversation on a later date about the designs that where originally made. Bartlett Park - Toddler park needs repairs and will be discussed further at a later date Brentwood Clean Water Awareness Day - Saturday August 15th from 10am-3pm. With 12 people signed up currently to participate 4  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting Firehouse Project Status - Tabled until next week Mr.Wu representing G&C Consultants. He is here for the Windom Road sidewalk project and for any questions regarding the Firehouse Project. He has submitted a proposal to both. He recommends breaking the design and construction into two parts for the Firehouse. Windom Road Sidewalk is broken into three phases. Leave Schedule for Staff Including Cable Operator(s) - Seeks clarification of what the Vice Mayor needed, yields to Council Member Morlan. Council Member Morlan would like a list of the vacation schedule so that council can plan the meetings for the summer. Motion to accept the Town Administrator Report made by Council Member Olano, Seconded by Council Member Harrison. Approved by voice vote OLD BUSINESS Status of Recruitment - We will begin looking for a full time Treasurer using only advertising forums that are free. Mayor Stipend for Phone Bills - $50 a month was requested for the Town Administrator and Mayor Performance Arts Camp August 10-17, 2015 - They are requesting the building but this will be discussed in July 15, 2015 meeting. Motion to approve $150 under line item from 5-9205 for the Town of Brentwood to participate in the Performance Arts Camp by Vice Mayor Clark, seconded by Council Member Olano. Approved by roll call with Council Member Harrison, Council Member Morlan, Council Member Olano, Vice Mayor Clark, and Mayor Rocio Treminio-Lopez in favor. Police Clerk and Code Enforce ment Computer Proposal - Information was presented for review Vice Mayor would like to know what our policy is as far as updating the computers NEW BUSINESS Support for Community Lega cy Resolution for Prince George ’s RDA- Motion to approve the Resolution 2015-06 the reading will be waived as long as it is available to the residents by Vice Mayor Clark seconded by Council Member Morlan. Approved by roll call with Council Member Harrison, Council Member Morlan, Council Member Olano, Vice Mayor Clark, and Mayor Rocio Treminio-Lopez in favor. Motion to approve the Resolution 2015-07 as an amendment of Resolution 2014-05 the reading will be waived as long as it is available to the residents by Council Member Harrison seconded by Council 5  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting Member Olano. Approved by roll call with Council Member Harrison, Council Member Morlan, Council Member Olano, Vice Mayor Clark, and Mayor Rocio Treminio-Lopez in favor. G&C Consultant Proposal for Fire House Project Manager Services- Tabled until next week Funding for Art Works Now - Motion to approve funding of $1,000 for Art Works Now from line item 5-1245 motion made by Council Member Olano, seconded by Council Member Harrison. Approved by roll call with Council Member Harrison, Council Member Morlan, Council Member Olano, Vice Mayor Clark, and Mayor Rocio Treminio-Lopez in favor. Extension of interim Town Treasurer - Motion to appoint Shelly Gaylord as the Interim Town Treasurer until a time that we find a Full time Treasurer as consistent with the motion passed in closed session by Council Member Morlan seconded by Council Member Olano. Approved by roll call with Council Member Harrison, Council Member Morlan, Council Member Olano, Vice Mayor Clark, and Mayor Rocio Treminio-Lopez in favor. MEETINGS Council Meeting July 15, 2015 @7:30pm Committee Meetings:  Tree – TBD  Green Team –TBD  Cable – TBD  CSEC– TBD  PWC – TBD  Fire House – TBD  Hispanic– TBD  Neighborhood Watch – July 21 @7pm (Town Hall) ANNOUCEMENTS National Night Out will be on August 4, 2015 at 6pm. This event will heighten awareness of crime, drugs, and violence prevention efforts and to strengthen community partnerships with police. There will be games, food, music, information tables, a bike parade and a contest for best decorated bike. Water Awareness Day has been moved until August 15, 2015. More information to follow. Meeting adjourned at 10:08pm Motion to Adjourn into Executive Meeting by Council Member Morlan seconded by Council Member Harrison. Approved by voice vote. 6  Council of the Town of Brentwood Town Hall, Brentwood, Maryland Council Meeting Executive meeting will reinstate with the Mayor and Council and will discuss Personnel meeting Submitted by: ________________________________ Magdalena Rojas Town Clerk Mayor, Rocio Treminio-Lopez Approved: _____________ ______ 7