TOWN Op  APTONEVIL  1892.  Meeting minutes ofTown Council on August 6, 2024  As reviewed, approved, and accepted by the Town Council on September 6, 2024 There being a quorum, Mayor Charles Hendricks called the regular meeting of the Town Council to order at 7:32 p.m. The meeting was. held using video conferencing. Council Members Charles Bradsher, Amy Koval, and Christina Pellegrino were present. Council Member Tom Burke was absent. The Treasurer, Assistant Clerks, Planning Commission Chair, and approximately three  residents or guests were also present.  Minutes:  The minutes from the Town Council Meeting held July 2, 2024, were approved as submitted. Amended May Report: Treasurer Hoffman reviewed the new May 2024 Treasurer's Report that had been sent to the Council. She stated that three checks written in. June for waste collection, grounds maintenance, and consulting had been entered under May in the computer. Those were moved to. June in the newi report. The other changes requested at the last Town Council Meeting were also made. The total income for May 2024 is now $66,997, and the total expenses $31,259, June Report: Treasurer Hoffman pointed out that the town received $40,651 in income tax receipts and interest income of$14,035. The three highest expenses were consultants, grounds maintenance, and payroll. The total expenses were $43,655, for a net income of$18,005. Treasurer Hoffman responded that it was from the Stadler family, who donated money for using Mayor Hendricks stated that we. had to estimate the town's total income for the year when we were doing the budgeting, and hopefully our estimates were not exaggerated because we did Treasurer Hoffman responded that she would provide a fiscal year financial report at the next Council Member Bradsher made ai motion to accept the two treasurer's reports pending audit. Council Member Pellegrino seconded the motion. Unanimously approved.  Treasurer's] Report  leaving a net income of$35,739.  Council Member Pellegrino asked about the reported $500 donation.  the pavilion for a company picnic.  seem to get some good income tax money at the end as we predicted.  meeting.  Mayor Hendricks said that would be helpful.  www.laytonsvlle-mdus  Post Office Box 5158 e Laytonsville, Maryland 20882 e Office 301-869-0042 Town Hall e 21607 Laytonsville Road . Laytonsville, Maryland  1    Planning Commission Report  Brendan Deyo, Planning Commission Chair, reported that the Planning Commission did not meet over the last two weeks, and they are waiting for the Wallace Montgomery contract negotiations to be completed. He stated that there will be a need for the Planning Commission and Town Council together to decide how to administer the contract once it is signed, and the Planning Commission came up with suggestions for a group to lead the management oft the contract. We are looking forward to hearing from the Town Council on this. The Planning Commission will be meeting on Thursday, August 8, 2024, and will be working on figuring out Mayor Hendricks asked about the discussions that the Planning Commission had at its last meeting about the community questionnaire and the guidance document. Planning Commission Chair Deyo responded that the Planning Commission had completed al lot ofwork while the Wallace Montgomery contract was pending. The Planning Commission worked on two basic things. We worked on a series of questionnaires for the community survey that includes what we want to ask and what kind ofinformation we want to pull to help inform our deliberations on what should be the appropriate recommendations for the moratorium and for guiding the development ofthe Comprehensive Plan. We really want to find out what the vision ofthe town is, sO to get that we: formulated a questionnaire consisting ofi roughly a dozen questions that we pulled from a variety of sources. Also, one of our members, Brian Kline, created at thought piece or guidance document. It provides some ideas on how the town could be developed, how we could look at some of the challenges facing us from development, to zoning, to sewer, and sO forth. We passed that as information up to the Mayor and Council, sO that you see what we're seeing, as information, but they are not yet formal recommendations for adoption. Mayor Hendricks stated that he thought the Town Clerk sent it to all Town Council members. He summarized his understanding oft the Planning Commission's.July discussion oft the guidance document, a document that he thought was somewhat one sided, and he reported that the Planning Commission had responded positively tol his critique and had decided tol hold offo on Council Member Koval requested the guidance document be sent to her again, and Mayor  what we can do to address the moratorium requirements.  Council Member Koval stated that shel has not seen this document yet.  providing it to Wallace Montgomery. Hendricks agreed to do that. Unfinished Business  Laytonsville Comprehensive Plan Consultation Proposal from Wallace Montgomery Mayor Hendricks reported as follows on the negotiations with Wallace Montgomery that had taken place since the last Town Council meeting on July 2 for a contract to provide consulting Iinformed Michael Bayer of Wallace Montgomery on July 3 that the Town Council had the previous day approved the revised work plan and the cost estimate that he had sent to the town on June 25.Iasked Wallace Montgomery provide me a contract document to sign. On July 9, Michael Bayer sent a draft contract to me. It was based on the engineering contract template that I had shared with the Town Council prior to the July 2 Council meeting. I promptly forwarded the draft contract to Victoria Shearer, our town attorney, for her review.  services on Laytonsville's Comprehensive Plan update:  2    Ms. Shearer worked to assure that our contract with Wallace Montgomery would protect the interests oft the town. This involved considerable effort, both because the draft contract relied on an engineering template that was not fully appropriate for a consulting contract and because our attorney was zealous in her efforts to protect the town's interests. Nonetheless, by July 17 the town had prepared a substantially revised draft contract proposal that I then sent to Mr. Bayer. He submitted it to one oft the firm's s partners for review. That partner did not respond until July In the end, Wallace Montgomery was willing to accept a substantial majority oft the changes to the contract language the town had suggested, including all but one oft the changes the town deemed critical. That last significant issue was worked out through further discussions over the course ofthe last week. As a result, I was today able to sign, with our town attorney's approval, revised contract language that Mr. Bayer had offered on August 1.I sent the revised draft contract to Nick Walls, as Mr. Bayer is on vacation this week. Mr. Walls reported that he would put the revised draft contract Il had signed in the inbox ofhis firm's partner for his signature, and that he hoped to get work started on this contract as soon as possible. .I am now very optimistic that Laytonsville will soon have a ratified contract with Wallacel Montgomery and that before long we will have the firm working with us on our Comprehensive Plan Planning Commission Chair Deyo thanked the mayor and asked ifthe mayor and Council members could attend the Planning Commission this Thursday to discuss the administration of  30.  revisions.  the contract.  Sidewalk and Curb Repairs on Laytonsville Road  Assistant Clerk Schneider reported that the town had for this work selected Olney Masonry, a contractor that the town had used previously to conduct a sidewalk survey/mspection. He posted anotice on the website saying that sidewalk repair work would start today and go through Thursday. He said it would take one to two days to complete, and at the most, three days. The third day would just be a day to cure. It was noted that the repairs appeared to be completed although some cones had been left in place to keep people and bicycles offit. Council Member Pellegrino commented that she had observed the work about 6 p.m. It appeared to be finished  and looked very good. New Business  Options Provided by ARRO Consulting forl Improving the Miller Park to Birdie Lane Trail Mayor Hendricks reminded the Council that the town had contracted with ARRO Consulting to do a trail evaluation and provide recommendations for the trail from Miller Park to Barberry Lane. That firm offered three options for trail surfacing asphalt paving, a geogrid to hold compacted gravel or dirt, and a type ofi rubber surface- and provided detailed cost estimates for each. Each option is ADA compliant. Mayor Hendricks observed that the geogrid pavement option is a permeable system that will retain its shape over time and that the rubber surface is much more expensive. Each option includes the construction ofai raised wooden walkway over the swampy wetland section oft the trail. ARRO is hoping to obtain grant funding for the project  3    and will include some wayside signs for nature education as part oft that effort. The second stage oft the contract is assistance in obtaining some grant funding for the trail improvements. Joy Jackson, Chair ofthe Parks and Trails Task Force stated that the Parks and Trails Task Force had reviewed the options and that cost considerations impacted what the Task Force recommended. She observed that the geogrid aligns well with the forest conservation area since itis permeable and not a full pavement. She added that some residents had opposed asphalt Mayor Hendricks stated that the Town Council needs to decide which surface option is desired for possible grant funding. He joined the task force in supporting the geogrid option. Council Member Koval stated that she agreed that the use of geogrid was the best option. She asked, ifuntil the gravel is packed down over time, would the trail be accessible from the Chair Jackson replied that it is machine packed at the time ofinstallation. Council Member Koval commented that this type of surface appears to be fairly maintenance- free. Chair Jackson observed that the surface would still need to be cleared ofdirt periodically. Council Member Pellegrino stated that geogrid seems most environmentally friendly. She then stated that if ARRO can get us funding, then geogrid is the best option. She added that the bridge would be better in the long run than building up this area oft the trail due to run off and wash out Council Member Bradsher stated that he thought the geogrid trail looked like it goes most with the trail, and regardless of which one we pick, he thinks the bridge is certainly needed and has Council Member Koval made a motion that the Town Council recommend that ARRO move forward with seeking grant funding for the use of geogrid on the trail. Council Member Bradsher  paving. Her five-member task force endorsed the geogrid option.  beginning?  during heavy rain. been for some time.  seconded the motion. Unanimously approved. Update from the Picnic Committee  Council Member Pellegrino, the Picnic Committee chair, reported on arrangements that have been made for entertainment and food and beverage vendors for the picnic. She added that, unless there is an objection, the committee would like to purchase twelve $50 gift cards or gift baskets from local vendors or businesses for the adult raffle, rather than asking those vendors to donate aj raffle prize. She explained that there will be a kids' raffle as well. She said she thinks that it's good to give back to those small businesses that have supported the picnic for years. She reported that St. Barts Church already has the parking plan, but she needs a certificate of insurance from the town treasurer to submit to the county for a special event permit. The time of the picnic has moved up an hour and is scheduled for 4:00 p.m. to 8:00 p.m. on September 21, 2024. The Town will provide free water, tea, and popcorn. The Lions Club will be serving ice cream, and the Women's Club will have their cake raffle. Like last year, several groups will set Mr. Brian Kline stated that as a local business owner, he would be more than happy to cover the Council Member Pellegrino replied that her hope is to get away from that, and really to invite your crew and their family members to the picnic to celebrate you guys as well. She stated that's how she is trying to direct the picnic to be really a self-funded thing from the town, where the town is putting it on: for the residents. Business letters have not yet been sent out this year. Ifyou noticed that you didn't get one, it's not because you're not invited. We are still working on  upi information tables near the back fence. $600 needed for the other businesses' gift cards.  4    revising the language tol be just an invitation, that is, just come out and celebrate with us and Mr. Kline stated that ift there's anything else needed, he' s more than happy tol help. Council Member Pellegrino replied that manpower is always welcome. We set up at 9 o'clock on Saturday morning, and it usually goes quickly. Flyers are being designed by Chip Bradsher. They will be mailed to town residents and posted online and in town. Mayor Hendricks concluded that he believed the entire Council was very appreciative oft the work the committee has done and the initiatives it has taken. The next meeting of the Mayor and Council will be held on Tuesday, September: 3, 2024.  have a good time.  Resident's Forum No comments were offered. Adjournment  Council Member Pellegrino made a motion to adjourn at 8:57 p.m. Council Member Koval  seconded the motion. Unanimously approved.  Respectfully Submitted, Schneider, Assistant h James Town ofLaytonsville  Clerk  5