TOWN Op  AFTONEVILNE  1892  Meeting Minutes ofthe Town Council on September 3, 2024  As reviewed, approved, and accepted by the Town Council on October 1, 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 Tom Burke, Amy Koval and Christina Pellegrino were present. Treasurer Angela Hoffman, Clerk Mary Burke, Assistant Clerks James Schneider and Joy Jackson, Planning Commission Chair Brendan Deyo, Historic Commission Chair Jennifer Sizemore, and approximately five residents  or guests were also present.  Minutes:  The minutes from the Town Council Meeting held August 6, 2024, were approved as submitted. Treasure Hoffman stated that she completed a Budget Preliminaries Sheet for FY ending 6/30/2024 as requested. She pointed out that from the Capital Improvement Budget the income was very close. The difference was only $251 from the budget, and we were over. Wel had $33,251.57 come in as actual income for capital improvement, and the entire amount will be saved in reserve. The budgeted total income for FY 2024 was $692,000, and we ended up bringing in $660,539. We were very close with a $31,461 difference. The majority oft that was from a couple of different items. One is that we did not transfer in all the ARPA money we were expecting to. have reported and spent. That was almost $39,000 less than we had budgeted, which is still sitting ini the ARPA account. The expenses that were over budget were the legal Treasure Hoffman stated that for the. July report, there were two notable items for income. Interest income was $9,124 overall on all the accounts, and the highway income was $6,462. The total income was $17,639 for the month. The major expenses were the repairs and maintenance, $19,279 which included the sidewalk repairs, and waste collection $6,515, and we did have some picnic expenses that were paid out. That brought expenses to $45,830, Council Member Burke asked if we are drawing down to the 31st of] December 2024 when ARPA funds must be allocated or turned back to the' Treasury. Mayor Hendricks responded that he would like Council Member Koval to meet with' Treasurer Hoffman and himselft to talk about ap plan for these funds. Last year Treasurer Hoffman had a very good plan to use the remaining  Treasurer's Report  expenses. They were budgeted for $25,000, and we spent $46,073.  which left us a deficit of $28,191 for the month ofJuly.  www.aylonsvlle-md.us  Post Office Box 5158 . Laytonsville, Maryland 20882 e Office 301-869-0042 Town Hall e 21607 Laytonsville Road . Laytonsville, Maryland    ARPA funds over a two-year period without seeing a need to make major changes in our operating plans. Council Member Koval thinks we have other expenses we can also use, because we've had some repairs done, and those were big-ticket items. The ARPA money has to be allocated with signed contracts by December 31, 2024, and then we have to actually disperse the ARPA funds by December 31, 2026. She doesn't think we're going to be in that situation; she believes we will have spent it by the end oft this year. Mayor Hendricks stated that he will meet with Council Member Burke to go over some oft the repairs that might be needed at Town Hall. Council Member Burke made ai motion to accept Treasurer's Report subject to audit. Council  Member Koval seconded the motion. Unanimously approved.  Historic District Report  Jennifer Sizemore, Historic District Commission (HDC) Chair, reported that the HDC: is still waiting for ai response from the Town Attorney regarding the recommendations we made to the Town Council a couple ofn months ago, and stated that the HDC held a Public Hearing last month on the house at 21524 Laytonsville Road. She described it as ay yellow house with white trim having severe damage on the second story from water leaking into the interior framing. The owner oft the property, Mr. Ernesto Figueroa, replaced his windows with vinyl windows and replaced the siding. Mayor Hendricks mentioned to him that there are requirements within the historic district for that sort ofwork which apparently, he was not made aware ofby the real estate agent who had sold him the house. The HDC held a Public Hearing and approved the emergency work that hel had done. The HDC also approved replacing the first-floor windows also with vinyl, which will now match the second story, which do have the vertical dividers, sO from the outside the aesthetic is very similar to what was there before. It appears we'll have another application from him for this month for some chimney work to be done. She continued reporting that the HDC discussed environmental setting and appurtenances. The intention is to decide how we think things should work when it comes to the Historic District Commission and work permits and what we think we should be responsible for and what we should not. Then once we: make those decisions, we'll look at the Ordinance to make the changes that reflect what  we believe the Historic District Commission should oversee.  Planning Commission Report  Brendan Deyo, Planning Commission Chair, reported that the Planning Commission has supported the Mayor and Town Council in the acquisition of Wallace Montgomery asa consultant. We had al kickoff meeting with them last week where we had some introductions, gained some great general ground rules, and have now: started that process. In our discussions with the mayor, the Planning Commission understood that we would likely not be getting an extension on the moratorium for our due date of September 25th for the Planning Commission's response to the moratorium. So, to respond to that the Planning Commission will be meeting on September 18 and 25 to prepare a response to the moratorium addressing the recommendations from the Planning Commission. Mayor Hendricks stated that ifit appears that more progress is needed before the due date to the Town Council, the Planning Commission can request an extension. They are making a great effort to meet the deadline set in May. Planning Commission  2    Chair Deyo encouraged that Mayor and Town Council members attend all open Planning  Commission meetings. New Business  Report on the Wallace Montgomery Kickoff Meeting  Mayor Hendricks reported that we now. have a signed contract with Wallace Montgomery, and  wel had a kickoffmeeting last week. He read a written report as follows:  Wallace Montgomery Kickoff Meeting Report  First, Iam happy to report to the public, that as Council members already know, we now have aj fullyratified contract with Wallace Montgomery toj provide consulting services to assist the town. to update its Comprehensive Plan in a professional manner. Council members, chairs, and town staff You have all received. the. summary of the kickoffmeeting held at Town Hall last Tuesday, August 27, with. Michael Bayer of Wallace Montgomery, a meeting which. Ayesha Bilal ofthat firm attended via Zoom. Mary' 's summary elaborated inj particular the initial community engagement process that Michael envisions us undertaking soon as part ofthe Comprehensive Plan review and reports on the mutual understandings that attendees obtained about this process. It observes that Michael promised toj follow up with a detailed project schedule and to review, notably for impartiality, the survey questions that the Planning Commission has already The summary also points to how the attendees thought town officials should work with Wallace Montgomery, and Ihope the Council will discuss now how coordination with Wallace Montgomery should be handled. The town attendees at the kickoff meeting thought that Michael and his associates should interface primarily with Brendan Deyo, chair of the Planning Commission, while keeping me, as mayor, intimately imformedodecisions: and progress. Iwould anticipate involving myfellow Council members in discussions ofany matters that I thought would affect the overall viability oft the Comprehensive Plan review or involve critical decisions about the town' 'sj future that the Council would at some point have to address. Ithink that if differences ofa approach on critical matters involving the future of the town appear to be developing between the Planning Commission and the Town Council, that they should be discussed as the Comprehensive Plan review process evolves and not be left to the verye end of the process. Attendees at the kickoffmeeting did not propose the creation ofa Steering Committee composed ofmembers ofboth the Planning Commission and the Town Council to work with Wallace Montgomery, but Michael raised that as a possibility, and we could discuss it. Even without the creation ofsuch a. steering committee, Iexpect to be kept well informed ofthe interface between Wallace Montgomery and the town, and. Iwill certainly bring to the Council's attention any concerns Imay develop about what revisions to the town' 's goals, visions, and regulations are being developed as part ofthis process. Ihope you will, give me. your, feedback as to whether you think this less structured form of information sharing will. suffice or whether. you would prefer that we create a steering committee ofPlanning Commission leaders, Town  developed and. submitted to him.  Council members, and. staff to work with our consulting, firm.  Mayor Hendricks stated that the Town Council should have an opportunity to weigh in on how to approach the issue regarding keeping the Town Council and Town up to date on the process of  3    work with Wallace Montgomery as a consultant for updating the Comprehensive Plan. He asked ifthe Town Council members need more information to discuss this. Council Member Burke asked how in the past the Town Council worked on the last Comprehensive Plan. Planning Commission Chair Deyo stated that Dave Preusch was a Town Council member who worked with the Planning Commission on the last Comprehensive Plan. Council Member Burke stated that his concern is if the Town Council is not involved, and the product is put in front ofus, and then discussions show that the town is not happy with the finished product, then you've got to go back and possibly start over again. Planning Commission Chair Deyo responded that is why he invites all to attend the Planning Commission meetings, because there will be public meetings throughout this process, sO there is lots ofopportunity fori input. He then asked for Eric Wenger's input. Mr. Eric Wenger explained that the demands oft the Maryland Department ofl Planning guidelines are nonnegotiable, but the public has input throughout. In the past the consultant gave their recommendations and then Public Hearings are used to get input, and then the Town Council votes to accept it or not before Planning Commission Chair Deyo stated that Wallace Montgomery has talked about all ofthis, especially the need to get public input. The Town's vision is the first that needs to be decided with public input. The Planning Commission's: aim is to be as open as possible. Mayor Hendricks again focused on how to keep everyone up to date on the progress oft this work. He stated that concerns would be addressed at any public meeting, and one concern was addressed at the kickoff meeting regarding leading questions where the outcome might be steered in one direction. Wallace Montgomery had suggestions for remedying this ifits should occur. In the end, the Planning Commission's product will come to the Town Council for Planning Commission Chair Deyo added that as data comes in, the Planning Commission will ensure that it's shared with the public. This will be an open process for what the community desires. The Planning Commission makes recommendations, and the Town Council makes Council Member Koval stated that the Town Council should be aligned to what the community  itg goes to the state.  approval.  decisions. desires.  Update from the Picnic Committee  Council Member Pellegrino restated some updates from last month's Town Council Meeting, such as there will be 12 adult raffle prizes, 12 kids' prizes, and 12 cakes used in the cake walks. She named some special guests from the county legislation who may attend. She said that anyone who wants to help with set up can attend starting at 9:00 a.m. on Saturday, September 215t. Fliers are: made, and post card fliers will be mailed to all town residents.  Update on the Walkable Community Map  Mayor Hendricks reported that the Town Council approved ARRO consulting contract. There was a meeting regarding creating a walkable community map, and he read the following written  statement:  Walkable Community Map Report  Asj you may recall, the Town Council approved an on-call engineering services contract with. ARRO Consulting on. May 21. In order to achieve a goal Isharedwith the Parks and Trails Task Force, Iarranged. aJune 5 meeting at Town. Hall with. Joy. Jackson, chair ofthat task force,  4    and two. ARRO. staffers, Nate Merkel and Andrew Tuleya, to discuss the walkable community map we were hoping ARRO could help draft) for the town. We developed a tentative work arrangement at that meeting, and the following day Andrew. sent me an agreement toj prepare a map responsive to our needs for $1,600. Iapproved the agreement and asked. Joy to work with ARRO to include the information on the map that we needed. ARRO assigned the project to Raphael Caloid, who then worked closely withJoy. She, in turn, received feedback from me and Ihave sent to Council members the latest iteration ofthe Laytonsville Walkable Community Map that Raphael has prepared, along with a short list ofadditional adjustments that Joy. submitted ini return. Ibelieve that this map is very well done and that it will provide residents an easy-to-tmdersland visual portrayal of the sidewalks, paved paths, and unpaved trails in the town, along with their connections to town parks and an adjacent county, park. It also shows the relationship of the walkways to the new historical wayside signs and major town landmarks. The map makes clear the easy circulation around town that is offered toj pedestrians, which far exceeds the connectivity, provided to motor vehicles. Hopefully, it will encourage even The map is still in the revision process, SO Council members have the opportunity to make suggestions for possible improvement to it. But ifyou have. suggestions, please give them to me orJoyright away, as we hope to make printed copies ofthe map available to the public before very long. Iwouldi like now to invite Joy to add her comments on this map project and to discuss Parks and Trails Taskforce Chair Joy Jackson shared her screen showing the draft of the Walkable Community Map and stated that she is working with ARRO Consulting sO that the map can be changed as needed. The Parks and Trails Taskforce has been talking about this for quite some time, and several smaller groups have given input on this project. She reported that an October event is currently being planned to be held on October 19, 2024, called the Laytonsville Community Walk. This is going tol be an acknowledgment of the work that went into and to celebrate the completion of both projects: Miller Park, and the wayside signs. This is aj joint venture right now being planned between the Parks and Trails Task Force, which Christina Pellegrino and Charles Hendricks are members of, and the Laytonsville Historical Center Planning Commission Chair Deyo asked several questions: Why do we have Sundown Park labelled when it's not part oft the town ofLaytonsville? Can you remove their ARRO logo on the bottom right oft the map? He stated that he would not advertise the consultant who made something in aj public document. Are we getting this ini the digital format or are we getting a pdf? Ora are we getting a GIS compatible file sO that we can own the data? Or do we get the base state GIS that we can then give to our engineer or somebody else to edit? In what form are we getting Mayor Hendricks responded that the answer to the first question is Sundown Park is labelled because the town has a trail SO that residents can walk to it rather than drive. This trail needs to be worked on with MNCPPC, and he is not sure when this might happen. MNCPPC have not made any commitments to provide the funds or planning necessary to do that. Having this on the map shows that town residents can easily access a county park. The answer for the second question is that he agrees we should not be advertising ARRO on the map that we own. He  the other members of the Parks and Trails Task. Force.  more town residents to take advantage of the town' 's walkways.  inj particular how she envisions handling the map' 's distribution.  Wayside Sign Committee.  aj product?  doesn't see that we have any contractual obligation to put that on there.  5    Joy Jackson, Chair oft the Parks and' Trails Task Force answered the third question saying that ARRO will provide a final map version to the town in Pdfand Jpeg formats. She does not know Planning Commission Chair Deyo stated that we should interpret it as such and ask for that. Mayor Hendricks stated that his guess is that the base map is aerial photography and that is in the public domain, and they, just layered onto it with the street names and the points ofinterest that Parks and Trails Task Force Chair Jackson supplied them. They added the lines that depict the walkways and trails. His interpretation of what the contract says is if these trails are extended or ifnew trails are built, we could amend the map without having to buy any files from them. It says that we're to get digital files. They have made this map visually appealing, and it could serve several purposes for us. It gives information beyond walkways. For example, he thinks it'll be an eye-opener to residents who may know about a trail near their house, or certain parks, but not others. They can learn where they can walk in town and how they can make loops. It gives everybody a sense ofhow big the town is in terms oftown boundaries, and where the houses are Council Member Burke stated that he walks around the town and measures his distances in miles and not feet. He asked if the distances on the map could also include some mileage distances, for example, from the traffic light to certain points around town such as the school could be measured and labelled ini tenths ofmiles. People are interested in how far they may be walking. Planning Commission Chair Deyo stated that ifthis is truly in a GIS format, then that could Parks and Trails Task Force Chair. Jackson stated that she could see this being another map with some loops showing distances and interesting points ofinterest to see along the way. Maybe Mr. Eric Wenger commented that some things seem to be forgotten. Historically the Citizens Advisory Board predating the Planning Commission, Mr. Dan Burton gave us several ideas for creating a walkable community and created a walkable community map. Mr. Dave Preusch was instrumental in this, and something should be done to commemorate this fact. Council Member Pellegrino stated that sidewalks continue on several roads from within town, and those should be noted toi include our greater community lying outside the boundaries ofthe town. She then invited everybody to the upcoming Spaghetti Dinner at the Laytonsville District Volunteer Fire Department by meeting at Town Hall at 2:00 p.m. and walk some oft these routes to view the wayside signs put up by the Laytonsville Historical Center, then end up at the fire department for the  ifthat means iti is GIS compatible.  and where they're not.  easily be figured out.  there could be a Phase 2 map showing walking distances inl loops.  Spaghetti Dinner.  Date for the Next Town Council Meeting  It was decided that October 1,2024, and November 12, 2024, will be scheduled for upcoming Town Council Meetings, and the mayor may call a second meeting in October ifr needed.  Resident's) Forum  Mr. Eric Wenger of6715 Maple Knoll Drive asked why the town issued a utility work permit for Hope Builders when there's a moratorium. Work has taken place on Maple Knoll Drive for utilities that are solely for the purpose ofl Hope Builders. He thinks it needs to be brought out that the town engineer was not involved prior to the granting oft the permit, and that no neighbors were notified that a permit had even been requested. He asked why the town would grant a work permit solely for Hope Builders when there is a moratorium on building and doesn'tu understand  6    the need fori it or the hurry for it. He now has a large commercial utility pole right adjacent to his driveway. Hel hopes that the town can rethink this and hopefully stop any further work until it can be looked at, and then maybe reassess, certainly, while the moratorium is under Mayor Hendricks responded that he has arranged ai meeting with a PEPCO: representative for tomorrow morning to meet with Eric and himself at the site to review the plans. The reason that the work was approved was it did not come to us from Hope Builders. It came to us from Pepco. The request was to install an underground conduit: from the south side of Maple Knoll Drive to the north side for the purpose of removing a number of poles, and overhead wires on the north side of Maple Knoll Drive. When the request came in, it appeared to be an improvement in terms ofthe wiring that is currently in the town by removing overhead wires and consolidating the wires from the north and south side SO that you. have the power provided from the south side, and then going underground. It did not seem to be a matter of particular benefit solely to one property, but al benefit to the aesthetic oft the town as a whole. He feels that in hindsight, he would have consulted with the town engineer prior to work starting. The mayor is looking forward to the meeting tomorrow and to learning exactly what is anticipated. He feels that underground wiring such as those found in newer areas of the town are more attractive. So, when modernization like this is proposed, we should be inclined to be favorable toi it in a general way. Mr. Wenger stated but that is not what took place. This work was requested by Hope Builders. They requested this work from PEPCO SO that they can eliminate the utility poles across the front oft their property SO that they can have better access for them in ingress and egress. The overhead lines will still exist for both his neighbors' and his properties. The pole is an enormous commercial pole directly adjacent to his driveway, sO that is what you see when you enter and leave his property, and all ofmy wires and my neighbors' wires will still be overhead. That is not an improvement to his property, orl his life, or his neighbors' life. The improvement was made at the request ofl PEPCO, through Hope Builders. The town issued aj permit for this to take place. He believes the town has the authority to at least stop work temporarily until we can look into Mayor Hendricks invited all the members oft the Town Council to take al look at the new pole, and the wiring. He is happy to provide copies of the PEPCO plan to the extent that we can have them digitized and or to make them available to people who wanted to visit Town Hall to see a large-scale plan that PEPCO submitted. He thinks there's a considerable chance that people will find that the work that's being done looks pretty nice, but that is something that individual Town Council members should evaluate ifthey'rei interested int this citizen's statement.  effect.  this a little more.  Adjournment  Council Member Pellegrino made aj motion to adjourn at 9:25 p.m. Council Member Burke  seconded the motion. Unanimously approved.  Respectfully; submitted, Jamess Schneider, Assistant Clerk Rh Town ofLaytonsville  7