The Town of GLEN ECHO Chartered 1904 townhallarlenechoors  Town Hall .6 6106 Harvard Avenue . Glen Echo . Maryland 20812 e (301)320-4041  Town Council Meeting Minutes September r9,2019  CALLTO ORDER: MAYOR WILLEM POLAK. 7:00 PM Mayor Willem Polak announced that the meeting is being recorded.  Present: Mayor: Willem Polak. Councilmembers: (CM) Dia Costello, Dan Spealman, Matt Stiglitz, and. Julia Wilson. Town Clerk: (TC) Beth Boa. Town Attorney: Ron Bolt  Guest: Julie Sparacino, Records Retention Expert and Contractor  Residents: Raya Bodnarchuk (Harvard Ave), Pete Epanchin (Wellesley Circle), Aaron Hirsch (University), Angela Hirsch (University), Emily Parsons (ECHO), Mary Parsons (ECHO), George Petrides (MacArthur Blvd), Cathie Polak (Princeton), Matt Polak (University), Martha Shannon (Wellesley Circle).  ACTION ONJULY8.2019 COUNCIL MEETING MINUTES: Minutes of the. July 8, 2019 Council meeting were approved. Motion to Approve: CM Costello, 2nd CM Spealman. Approved 4-0. DISCUSSION OF RECORDS RETENTION POLICY DEVELOPMENT  Background:  The Annotated Code of Maryland State Government Article 10, sections 608-611 and COMAR 14.18.02 requires every State county or local government agency to develop a program to efficiently manage its records. Municipalities do not own their own records; consequently, public records may not be disposed of without authorization from the State Archivist. This is where the development of records retention schedules come into play. This includes the establishment and/or regular revision of records retention and disposition schedules. A public record is any documentation that a government employee creates or receives in conduct of public business. Property of the government that is not a record include physical artifacts, transitory documentation like notebooks into which an employee might jot informal daily goals and non-business communications. The State law requires the head of each governmental unit to ensure that all records created or received by that agency are on an approved retention and disposition schedule. This authorization must be obtained by filing a records retention and disposition schedule with the State of Maryland. These rules apply to the Town of Glen Echo. In other words, the state of Maryland owns TOGE records SO the Town must prepare and submit a retention schedule to state archives for approval. The schedule indicates how long the Town will maintain categories of records (paper and electronic) and whether records will be destroyed or moved to state archives Inc order to initiate the process of developing Records Retention schedules for Glen Echo, the town contracted with Julie Sparacino, an expert in the subject field, to draft a proposed schedule. Her work was coordinated with archival work for TOGE under contract with Sarah Hedlund of the Montgomery County Historical Society and The time line and categories prepared by Ms Sparacino were presented to the Mayor and Council (attached). The Council agreed with the time-lines presented for maintaining records and their ultimate disposition.  for permanent retention.  the assistance of resident Martha Shannon.    Attorney Bolt noted that the schedule is consistent with other municipalities although some time lines are longer than other municipalities. He noted that correspondence, including emails, should be destroyed after one year, Motion to Adopt Proposed Retention Schedule Subject to Approval by MD State Archives: CM Wilson, 2nd Additionally, the Council discussed the possibility of scanning minutes and other pertinent documents ina searchable PDF format. TC Boa will explore this option; the Town has received one proposal for a service that The subject of whether The Echo is a' Town publication was discussed. Town Attorney Bolt says that this is BRYNI MAWR RIGHT-OF-WAY USE AGREEMENT RESPONSE (WILD BIRD CENTER)  including that of Council members. CM Stiglitz. Approved 4-0.  provides document management.  debatable but it needs to be included in the schedule asi iti is incoming correspondence.  Background:  The Wild Bird Center, a commercial establishment located in the Town of Glen Echo at 7370 MacArthur Blvd, isc currently for sale. The property is associated with aj paved parking pad located ini the right-of-way on the corner of Bryn Mawr and MacArthur. The right-of-way property where the parking pad is situated was conveyed to the Town by deed dated June 20, 2000, recorded among the land records ofMontgomery County, Maryland in Liber 18176 at folio 716 (the "Public Land"). The concern about this property is that prospective owners may believe the parking spaces are part of the private property where in fact, the ownership ofthis At the. July 8, 2019 Council Meeting, after research on the issue, Attorney Bolti informed the Council that the Wild Bird Center has no written authority for the paved parking pad. In order to clarify this situation and properly establish ownership and use in the land records Attorney Bolt sent al letter and ai right-of-way use agreement to the owners oft the Wild Bird Center on Bryn Mawr. This right-of-way agreement states that non- exclusive use by the Wild Bird Center is currently permitted but the owner of the property may be required to The Wild Bird Center responded with al letter and information about a settlement agreement from 1992 with previous owners, the Garfields. The Town at that time agreed to pay $1000 toj pave the area although it was unclear at the time who owned the land. The owners were required to pay $1/year for the use oft the parking area; this agreement was for 99 years. Attorney Bolt stated this agreement is not recorded in land records and asked whether the Town is happy with this agreement. The Council decided that this subject should be tabled George Petrides of the Wild Bird Center introduced himself and noted that he hopes that the Town and the Wild  parking area: is] public.  remove the pavement and replace with gravel at their cost ift the Town requests it.  and discussed in a closed session with Attorney Bolt.  Bird Center can come to an agreement as he feels the Center has been a good neighbor.  ZTA 19-01 ACCESSORYI DWELLING UNITS:  Background:  The County Council recently approved Zoning Text Amendment 19-01 (Accessory Dwelling Units) which amends the zoning laws that control the R-60 zones (as well as other residential zones) that include the Town of Glen Echo. These changes will allow residents to build a second house on their lot or add an apartment within their home without special approval of the County's Planning Board. These changes were offered as a part ofa program goal to increase affordable housing in the county and move toward eliminating single family zoning. Attorney Bolt provided details to the Town Council on the changes that were approved by Montgomery County  Council. Changes will go into effect on December 31, 2019.    Concerns about increased density, parking problems, infrastructure limitations and the like have encouraged several municipalities in Montgomery County to consider revising their building code, within their limits of municipal authority, in response to these changes in County zoning law. Like other municipalities, TOGE can regulate setbacks, lot coverage, on-site parking requirements and other building code regulations in order to increase the amount of control that the Town could assert over this additional development authority. CM Stiglitz asked the Town Attorney to draft proposed ordinances to address this; these would be subject to a  public hearing. CM Wilson and CM Costello agreed.  FINANCIAL REPORT FOR THE MONTH OF AUGUST: (copy attached)  The month of August was a quiet month measured by revenue and expense activities in TC: Boa's presentation ofthe financial report for the month of August 2019. The highlights are summarized below. Full Financial  Report attached.  Expense Highlights: Legal expenses in August ($2,533) related to the Wild Bird Center and Vassar Circle constituted the greatest expense for the month. Tree pruning and care expenses followed for services tot trees at the end of Cornell. The Town paid $5501 tol have some limbs removed from these Audit Initiation and. Planning: LSWG auditor Eva Webb met with TC: Boa and Mayor Polak August 1, 2019 in Town Hall to kick offt the Audit process for FY2019. Information was provided on the operations ofthe Town, accounting procedures, and documentation as requested. Ms. Webb determined that no additional follow up visit was immediately needed for review of financial records for the audit-- she was able to complete the field work in her initial visit. TC Boa will continue to provide LSWG with information that is requested for completion oft the audit. Ms. Webb will be available to attend the November 11,2019 Council Meeting to discuss the findings oft the audit with the Council. Tax Revenue re-allocation: TC Boa will adjust the tax revenue as it has been misallocated in  trees.  QuickBooks.  Motion to Approve the August Financial Report: CM Wilson; 2nd CM Costello. Approved 3-0  OPERATIONS REPORT: Social; Infrastructure: Administrative  Town Operations and Activities during the month of. July and August 20, 2019 include:  SocialActivittes:  Summer Picnic Report: Was held July 21 and was well-attended. Thank you to CM Wilson for set up and for all the help cleaning up. The pie baking contest was fun and TC Boa dropped off the prizes: gift certificates from the Irish Inn and Wild Tomato and water taxi rides from Potomac Riverboat Company. Hallowe'en) Party: Planning October 31 from 5:30-6:30pm at the Town Hall. Town will provide drinks  TC Boa wrote thank you letters to the donors.  and pizza. Infrastructure. Issues:  Water Main Breaks: There were two water main breaks in August. One occurred on Bryn Mawr and one on Yale. WSSC, responsible for these problems responded to the required emergency service; the Town is waiting for WSSC's contractor to repave the roads. On Bryn Mawr, the Town was working with WSSC to ensure that the paving is constructed to direct stormwater into the woods at the end oft the  street rather than onto private property.    Tree Work: The Town worked with resident. Julie Rosenthal's tree contractor to remove two large sycamores from her property (6104 Harvard). In order to assure the protection ofTown property during this work received proofo ofinsurance and a cash bond. TC Boa met with Jim Witmer regarding trees on Radcliffe and Princeton. A tree that is located at the intersection of Radcliffe and Wellesley needs to be removed. Pepco will remove limbs around the wires (in one to two: months) and then the Town will Sanitation and Recycling: TC Boa and Mayor Polak met with Sam Evans of Goode Companies, the -Changes in bulk trash pick-ups: In response to requests for residents Goode agreed to expand bulk -Consideration ofnew Town provided trash receptacles : Mr. Evans left two sample 48 gallon trash/recycle bins for the Town to evaluate for possible bins to provide to residents. Their estimated cost is$ $70. A quote for similar services was requested from Toter, Inc, and came in at $49/bin (including the imprinting ofa Glen Echo Logo). The Council decided not to pursue ordering more bins at this time as there is not ai need for them. The Town will have Goode pick up the two sample bins. -Budget adjustment: The Town was reimbursed by Goode Cos. for incorrect administrative charges for Snow removal: TC Boa and Mayor Polak met with Tucker Hyman ofRolling Acres, the Town contractor for snow removal last year, to discuss the coming winter's contract. -The new contract has the same pricing as last year although the cost oft brining has decreased by -Rolling Acres offers an advantage over other snow removal contractors because oft their expertise in providing brining services rather than just the ordinary road salting. This brining technique (now recognized both County and State-wide as the preferred method ofroad snow management) has several advantages, including cutting down on plowing hours, less wear and tear oni roads and less salt in the -The Town Council has the option ofoffering brining ofa all the town sidewalks ifit felt that it would be advantageous to the safety and well-being oft the community ($750/ treatment). The Town budgeted $25,000/ year FY19 and FY20 and spent $27,299 in FY19. The Council will consider the brining of  need to get a quote to have the rest taken down.  Town Garbage and Recycling Contractor, on. July 26, 2019. trash pickup to every Friday at no additional cost to the Town.  this year ($457.20).  $200 to $1,725/treatment.  environmenlwaterways,  Town sidewalks at the October Council Meeting.  Dog Waste Problems:  -Signs. Ini response to issues about dog waste in the town expressed at the July TOGE Council meeting the Town purchased 10 signs from Amazon. CM Costello and TC Boa decided on five locations to start -Waste Collection. The Town solicited and received a quote from DoodyCalls, ,a company that specializes in dog waste management and collection. One Dog Waste Station (includes a sign, al bag dispenser and a collection: receptacle) for $220. Bags and service would cost $413/year (26 visits). Another option was explored with our trash collection company (Goode Companies) who offered to empty a municipal bin for $10 each week ($520/year) which does not include replacing the trash bag liner in the bin or replacing dog waste bags. In this case the Town could purchase a municipal trash can (approximately Discussion and Decision: After further discussion oft the issue the Council decided that the newly installed signs were sufficient and the Town will not install a dog waste station. The Town will continue to  with. A special thank you to CM Stiglitz for putting up dog signs in Town.  $400 or more).  monitor the success of the signs. Street Sealing:    TC Boa will check with Joe Toomey (Town Engineer) on whether the Town streets should be sealed prior  to winter.  Vegetation Notice to Improve Sidewalk Safety:  TC Boa will resend a notice on trimming vegetation to residents via Constant Contact. Untrimmed vegetation overhanging sidewalks/streets will be trimmed by Hughes Landscaping and residents will be billed by the Town ift residents don'ti respond to the Town's official notice by October 5.  Administrative Matters:  Archives: The Town has obtained more documents from former Mayor Beers. The work on categorizing these documents are beyond the scope oft the. Archivist, Sarah Hedlund's current contract. Martha Shannon and TC Boa will discuss what needs to be done with these documents. Digitizing Records, Document Management Meeting: Mayor Polak, Martha Shannon, Jean Sperling and TC Boa met with the company that provides the' Town's document reproduction services (Advance) and a document management company (DocuWare) to discuss digitizing Town documents. The companies submitted aj proposal which was discussed in ai meeting August 25 with Sarah Hedlund, Julie Sparacino, Jean Sperling, and Martha Shannon. Julie and Sarah advised that the Town scan and save only certain documents such as minutes and those pertaining to ongoing issues (as suggested by the Mayor and Council) as the cost and man-power are prohibitive to digitize all: records. TC: Boa will Town Clerk Training: QuickBooks Class and Emergency Management 101 Training: TC Boa will attend a QuickBooks class at Montgomery College in late September ($297). She will also attend Joint' Town Managers' meeting: TC: Boa attended a Town Managers' Meeting August 13,2019 for all municipal members ini the Down County Area. Topics of discussion included (1) the possibility to join with other municipalities ini negotiating a new contract with Goode Companies, (2) thej provisions ofdog waste collection services that most municipalities provide and that are cared for by their waste contractors. (3) Local municipalities' invitation to. jointly host the Maryland City-County Managers' Organization spring meeting in 2020 or 2021. Glen Echo can suggest meeting topics, provide ai meeting location, sponsor a meal, and invite attendees to an event at Glen Echo Park for example. Sledding Hill Sign Purchase: CM Costello will purchase a sign for the sledding hill at Yale Ave. This will be posted December through February. The Town can borrow traffic cones from Glen Echo Park TC Boa will be out September 18-20 on vacation. TC Boa will check email and the Mayor will  continue to explore options for scanning and storing records.  Montgomery County Emergency Training in November (no charge).  for the top and bottom oft the hill. monitor phone messages at Town Hall.  OTHER BUSINESS/ISSUES  Rain Garden: Joe Toomey (Town Engineer) approved the Environmental Committee's) plan for the Nancy Long Bird and Butterfly Garden. Maryland Department ofNatural Resources Open Space Program approved it as well. The Environmental Commitesrepuemative, Holly Shimizu, will attend the October 14 Council Meeting to present the plan to the Council for its approval. Funding of $5000 Generator: The Town submitted al Notice of] Intent to MEMA and got one estimate for installing a generator at' Town Hall. The Town will get another estimate. It will cost approximately $36,000. The  has been set aside in the FY20 budget (Environmental Improvement Project).    Town would like to get al FEMA grant (application due November 15) and ifa approved will be  responsible for 25% oft the cost.  Recycling: CM Costello and' TC Boa talked to some municipalities that are also dealing with contractors that are: no longer recycling glass. The glass breaks and contaminates the paper in single stream recycling. Multi stream recycling is offered by a few contractors. Recycling nationwide has seen issues as there is not a market for U.S. recyclables. TCI Boal has been communicating with Goode Companies regarding the problem with yard waste being combined with recycling on pick up days. This is not acceptable and TC Boa will continue to work with Goode Companies and monitor thisi issue. CM Costello and TC Boa will research options for recycling glass and tour the recycling facilities, They will Town Flag: CM Spealman voiced support for voting on adopting the flag that was selected in a competition in the spring of2017. Recent opinions voiced on the unofficial Town list serv were supportive oft this as well although there were a few that disagreed. CM Wilson and Mayor Polak stated that a' Town flag design should include the Town name and date ofincorporation which is similar to most other town flags of Maryland municipalities. Pete Epanchin (Wellesley Circle) referenced a' TED talk by Roman Mars on flag design. This talk refers to the North America Vexillological. Association's pamphlet "Good flag, bad flag" that spells out 5: simple design principles for a good flag. These principles were adopted by the Glen Echo flag committee for design criteria; these criteria were shared with the residents when the flag design competition was announced. The principles include using no lettering or seals. Mayor Polak stated he listened to the talk but disagreed withi it as it is just one opinion. CM Stiglitz noted that the Council made clear on February 13, 2017 Council Meeting that the flag contest was a community effort and not an official Town effort. Cathie Polak (Princeton) stated that the Town logo is the cupola (turret on top ofTown Hall). CM Spealman stated that the symbol would come to1 represent the Town and the words were: not part of the voted-on design. CM Wilson stated that the Council should have a vote on the design that won the contest to make it the official Town flag; CM Motion to Adopt the Flag (Winner of Flag Competition): CM Spealman; 2nd CM Wilson. Approved 3-  also send an update to residents on the recycling problems.  Spealman agreed. 0; CM Stiglitz abstained. NEXTCOUNCIL MEETING:  Police Commander: Captain Sean Gagen, Commander of the Second District, will attend the October 14, 2019 Council Meeting. (His attendance will take place at the December 9, 2019 Council Meeting.) (CM Stiglitz) Upcoming Council Meetings: The October 14 and November 11 Council Meetings will begin at 7pm as the  meeting will include guest speakers.  PERMITI UPDATESA AND NOTICES REPORT  Vassar Circle: Town Engineer Joe Toomey provided a written report and photographs of the site at Vassar Circle. The report is attached to the minutes. Mayor Polak noted that asphalt plants close mid-November leaving only 10-12 weeks for Vassar Circle to be widened before winter. This has been held up due to utility  work by WSSC that developer Aaron Hirsch is coordinating.  ADOURNMENT:  Motion to adjourn: CM Spealman, 2nd Stiglitz. All in favor. Meeting Adjourned 9:45 pm  Minutes Prepared by: Beth Boa, Town Clerk-Treasurer  CeDRL  Approved by: Mayor, Willem Polak  Date: Nw.16262    The Town of GLEN ECHO Chartered 1904 tovnhallarlenechoorg  Town Hall . 6106 Harvard Avenue e Glen Echo e Maryland 20812 e (301)320-4041  TOWN OF GLEN ECHO COUNCIL MEETING AGENDA MONDAY SEPTEMBER9,2019  Tab# 7:00PM  CALL TO ORDER: Polak  7:05 PM  ACTION ONJULY 8, 2019 COUNCIL MEETING MINUTES:  DISCUSSION: Polak MOTION  SECOND  VOTE:  7:10PM  RECORDS RETENTION: Julie Sparacino  Z  MOTION  SECOND  VOTE  3 7:25 PM 7:45) PM 4 8:05 PM 5  WILD BIRD CENTER RESPONSE: Bolt ZTA 19-01 ACCESSORY DWELLING UNITS: Bolt  FINANCIAL REPORT: Boa  MOTION  SECOND  VOTE:  8:10PM  TOWN OPS REPORT: Boa Summer Picnic; Pie Baking Contest Hallowe'en Party Water Main Breaks Snow removal contract Meeting with Goode Companies OTHER BUSINESS 2. Recycling changes 3. Flag  8:25PM  1. Generator Funding Request to FEMA 4. Nancy Long Bee & Butterfly Garden BUILDING UPDATES & OTHER PERMITS:  8:45PM    7  1. Vassar Circle - Written update from Joe Toomey, PE 2. Tree Work: 6104 Harvard Ave and 6000 Bryn Mawr  3. 7310 Columbia Ave - (DPS#880571) screened inj porch. Mayor's  Recommendation  9:001 PM  ADJOURNMENT    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (Tol be completed by DGS/Records Management Division)  Records Series Title: Accounting Records, General Record Series Content Record Series Function Organization/ Arrangement Indexing System N/A Restrictions (Law N/A orF Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness IGaps Schedule Item Number Retention  Page 1 of  All financial accounting aterial outside of Audits and Assessments  AccountingBokxepng AphabelcaiCmonocgca  Formats (paper, Paper and Electronic  Yes  1904 to present  1  Retain for seven (7) years, then screen annually and destroy material that is no longer needed for current business with thet following exception: Transfer to the Maryland State Archive for permanent retention any material that serves to document the origin, development, and accomplshments oft the office and has continuing administrative, fiscal, historical, legal, or operational value.  Justification for Selected correspondence having research value in documenting the historical development and  Permanent Retention  accomplishments oft the municipality.  DGS 550-15 (REV.7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (To be completed by DGS/Records Management Division)  Schedule No.  (To be completed by DGS/Records Management Division)  Records Series Title: Accounting Records. High Level Record Series Content Record Series Function Organization! Arrangement Indexing System N/A Restrictions (Law N/A orF Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness /Gaps Schedule Item Number Retention Permanent Retention  Page 20 of  High-level accounting records and reports including but not limited to. Annual Financial Reports including those to Local and State Agencies; Assessment Books; Audit Reports; Books of Finall Entry  General Ledgers udvAcouninyeokacpng Aphabelcai/Chonocgca  Formats (paper, Paper and Electronic  Yes  1904 to present  2  Permanent. Transfer every ten (10) years for storage in State archives  Justification for This series documents the financial history of the Town and shows compliance with statues.  DGS 550-15 (REV.7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (Tol be completed by DGS/Records Management Division)  Records Series Title: Deeds and Agreements Record Series Content Record Series Function Organization/ Arrangement Indexing System N/A Restrictions (Law N/A orF Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness IGaps Schedule Item Number Retention Permanent Retention  Page 3 of  Deeds of property and agreements between the Town and individuals/entities  Property Ownership Records Aphabelcaicmonocgca  Formats (paper, Paper and Electronic  No  1891 to present  3  Permanent. Transfer every 10 years for storage in State archives  Justification for Annotated Code of Maryland State Government $9-1011 sets the State Archives as the central  depository for deeds related to real property acquired by the State. Similarly, this series will maintain a permanent record ofr real property acquired by the Town. Agreements are maintained permanently  to document any permanent obligations assigned by those agreements.  DGS 550-15 (REV.7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (To be completed! by DGS/Records Management Division)  Records Series Title: Building Permits and Infrastructure Projects, Plans, Correspondence and Communication  Page 4 of  Record Series Content Record Series Function Organization! Arrangement Indexing System N/A Restrictions (Law N/A or Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness IGaps Schedule Item Number Retention Permanent Retention  All documents pertaining to Building Permits and Major Infrastructure Projects  Compliance with Town Building Regulations  AOdress/Chronological  Formats (paper, Paper and Electronic  No  1906 to present  4  Permanent. Transfer every fifteen (15) years for storage in State archives Records are necessary for reference as footprints of structures evolve.  Justification for The Town buliding records set legal precedents with regard to building regulations within the Town.  DGS 550-15 (REV.7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (Tok be completed by DGS/Records Management Division)  Records Series Title: Departmental Operations Record Series Content Record Series Function Organization Arrangement Indexing System N/A Restrictions (Law N/A or Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness /Gaps Schedule Item Number Retention  Page 5of  Operational documentation of elected officials and emergency services.  Town Business  SubyectAphabetical/Chronological  Formats (paper, Paper and Electronic  No  1907 to present  5  Retain ballots for 60 days and all other records for three (3) years, then screen annually and destroy material that is no longer needed for current business with thei following exception: Transfer to the Maryland State. Archive for permanent retention any material that serves to document the origin, development, and accomplishments oft the office and has continuing administrative, fiscal, historical,  legal, or operational value. accompishments of the municipality.  Justification for Selected correspondence having research value in documenting the historical development and  Permanent Retention  DGS550-15 (REV7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE General Corespondenceand' Communications not related  Schedule No.  (To be completed by DGS/Records Management Division).  Records Series Title: toanother Record Series Record Series Content  Page 6 of  Original incoming letters, copies of outgoing letters, memoranda, studies, reports, surveys, investigations, press releases, newspaper clippings, legislative reference material, directives, invoices and other miscellaneous correspondence relating to the administration oft the Town. This  includes electronic correspondence.  Record Series Function Organization/ Arrangement Indexing System N/A Restrictions (Law N/A or Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness IGaps Schedule Item Number Retention  Town Business  SubyectApnabetical/Chronological  Formats (paper, Paper and Electronic  No  1920 to present  6  Retain for one (1) year. Screen annually and destroy material that is no longer needed for current business with the following exception: Transfer to the Maryland State Archive for permanent retention any material that serves to document the origin, development, and accomplishments of the office and has continuing administrative, fiscal, historical, legal, or operational value.  Justification for Selected correspondence having research value in documenting the historical development and  Permanent Retention  accomplishments of the municipality.  DGS 550-15 (REV. 7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (To be completed by DGS/Records Management Division)  Records Series Title: Insurance Record Series Content Record Series Function Organization! Arrangement Indexing System N/A Restrictions (Law NIA orF Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness IGaps Schedule Item Number Retention  Page 7 of  Documentation and Correspondence relating to insurance for property, general liability, workers compensation and bonds. Workers' Compensation including claims, incident reports, correspondence, medical reports, invoices and medical authorization forms.  Legal  Subject pnapetca/Chonoogca.  Formats (paper, Paper and Electronic  Yes  1960 to present  7  Retain seven (7) years, then screen annually and destroy material that is no longer needed for current business with the following exception: Transfer to the Maryland State Archive for permanent retention any material that serves to document the origin, development, and accomplishments of the office and has continuing administrative, fiscal, historical, legal, or operational value.  Justification for Selected correspondence having research value in documenting the historical development and  Permanent Retention  accomplishments of the municipality.  DGS 550-15 (REV.7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (To be completed by DGS/Records Management Division)  Records Series Title: Legal Opinions and Litigation Record Series Content Record Series Function Organization! Arrangement Indexing System N/A Restrictions (Law N/A or Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness Gaps Schedule Item Number Retention  Page 8 of  All correspondence, legal documents, written opinions and rendered by the Town. Attorney at the  request of the Mayor and litigation cases involving the Town  AccountingBokxepng Aphabelcai/Chomocgca  Formats (paper, Paper and Electronic  Yes  1917 to present  8  Retain for seven (7) years, then screen annually and destroy material that is no longer needed for current business with the following exception: Transfer to the Maryland State Archive for permanent retention any material that serves to document the origin, development, and accomplishments of the office and has continuing administrative, fiscal, historical, legal, or operational value.  Justification for Selected correspondence having research value in documenting the historical development and  Permanent Retention  accomplishments of the municipality.  DGS 550-15 (REV. 7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (To be completed by DGS/Records Management Division)  Records Series Title: Legislation Record Series Content Record Series Function Organization! Arrangement Indexing System N/A Restrictions (Law N/A or Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness /Gaps Schedule Item Number Retention Permanent Retention  Page 9 of  Charter, charter amendments, ordinances, resolutions, and Town Code with amendments adopted by  the Council with supporting and background documents, if any.  Town Government  Subyect/Aphabetical/Chronological  Formats (paper, Paper and Electronic  Yes  1906 to present  9  Permanent. Transfer every seven (7) years for storage in State Archives.  Justification for Serves as a complete record of the laws of the Town.  DGS 550-15 (REV.7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (To be completed by DGS/Records Management Division)  Records Series Title: Minutes Record Series Content Record Series Function Organization! Arrangement Indexing System N/A Restrictions (Law N/A or Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness /Gaps Schedule Item Number Retention Permanent Retention  Page 10 of  Minutes of Town Meetings and Appointed Committees  Town Government Chronological  Formats (paper, Paper and Electronic  Yes  1904 to present  10  Permanent. Transfer every ten (10) years for storage in State archives  Justification for Documents the decisions and activities of the Town Council, Town Manager, and' Town Committees  DGS 550-15 (REV. 7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (To be completed by DGS/Records Management Division)  Records Series Title: Procurements Record Series Content Record Series Function Organization! Arrangement Indexing System N/A Restrictions (Law N/A or Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness IGaps Schedule Item Number Retention  Page 11 of  Quotations/ivitations to Bid including all related documents  Town Services  SubyectApnabetical/Chronologca.  Formats (paper, Paper and Electronic  Yes  1924 to present  11  Retain for seven (7) years after contract completion or until audit requirements have been met, then screen annually and destroy material that is no longer needed for current business with the following exception: Transfer to the Maryland State Archive for permanent retention any material that serves tod document the origin, development, and accomplishments of the office and has continuing  administrative, fiscal, historical, legal, or operational value..  Justification for Selected correspondence having research value in documenting the historical development and  Permanent Retention  accomplishments of the municipality.  DGS 550-15 (REV. 7/17)    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (To be completed by DGS/Records Management Division)  Records Series Title: Town Publications Record Series Content Record Series Function Organization! Arrangement Indexing System N/A Restrictions (Law N/A or Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness IGaps Schedule Item Number Retention  Page 120 of  Town journal, handbook, directories and various notices to the press and general public regarding  current events Town Government Tite/Alpnabetical  Formats (paper, Paper and Electronic  No  1948 to present  12  Retain for seven (7) years, then screen annually and destroy material that is no longer needed for current business with the following exception: Transfer to the Maryland State Archive for permanent retention any material that serves to document the origin, development, and accomplishments oft the office and has continuing administrative, fiscal, historical, legal, or operational value..  Justification for Selected correspondence having research value in documenting the historical development and  Permanent Retention  accomplishments of the municipality.  DGS 550-15 (REV.7/17)  EP    DEPARTMENT OF GENERAL SERVICES RECORDS MANAGEMENT DIVISION RECORDS INVENTORY AND RETENTION SCHEDULE  Schedule No.  (Tob be completed by DGS/Records Management Division)  Records Series Title: Personnel Records Record Series Content Record Series Function Organization! Arrangement Indexing System Restrictions (Law N/A or Regulation Citation) electronic, etc. Volume (file drawers, gigabytes, etc.) Annual Accumulation (file drawers, gigabytes, etc.) Current Location Town Hall Audit Requirements Date Span Completeness Gaps Schedule Item Number Retention  Page 13 of  Employee Records other than payroll records  Employment Tite/Alphabetical  Formats (paper, Paper and Electronic  No  2000 to present  13  Retain for seven (7) years after employment end or until audit requirements have been met, then screen annually and destroy material that is no longer needed for current business with the following exception: Transfer to the Maryland State. Archive for permanent retention any material that serves tod document the origin, development, and accomplishments oft the office and has continuing  administrative, fiscal, historical, legal, or operational value..  Justification for Selected correspondence having research value in documenting the historical development and  Permanent Retention  accomplishments of the municipality.  DGS 550-15 (REV. .7/17)    Accrual Basis  Town of Glen Echo July through August 2019  Revenue/Expenses Actual VS Budget  Jul- Aug 19 Budget $Over Budget %of Budget  Ordinary! Income/Expense Income  01. Real Estate Property Tax 02. Personal Property 02.1 Corporate 02.2 Unincorporated 02.3 Public Utility Total 02. Personal Property 03. Statel Income' Tax 04. Highway 05. License/Permits 05.1 Admissions & Amusement 05.2 Build Perm Total 05. License/Permits 06. Rental Inc 06.1 Post Off. 06.2THRental 06.3 Parking Lot--Tulane Total 06. Rental Inc 07. Interest 08. County Revenue Sharing 09. Cable! Franchise 10. Echo Newsletter 10.1 Advertisements 10.2 Subscriptions Total 10. Echol Newsletter 11 Miscl Revenue 11.1 Walking Tour Book Total 11 Miscl Revenue Total Income Expense Reconciliation Discrepancies 20 Payroll 20.1 Salary 20.2 Employer Taxes 20.3 Staff Training Total 20 Payroll 21 Professional Services 21.1. Auditor 21.2. Legal 21.21 Town Attorney 21.22 Specialized Legal Svcs. Total 21.2. Legal 21.4 Oth Prof Svcs  10,374 130,000 909 2,000 0 100 0 22,000 909 24,100 9,774 115,000 16,643 0 300 100 3,500 100 3,800 5,317 31,899 2,625 12,000 2,100 3,600 10,042 47,499 197 1,500 0 20,762 0 3,500 0 2,000 0 100 0 2,100 16 16 31,412 364,904 234 7,313 46,800 565 4,500 354 2,000 8,232 53,300 327 8,000 3,457 25,000 0 10,000 3,457 35,000 0 5,000  -119,626 -1,091 -100 -22,000 -23,191 -105,226 -16,643 -300 -3,400 -3,700 -26,582 -9,375 -1,500 -37,457 -1,303 -20,762 -3,500 -2,000 -100 -2,100  8% 45% 0% 0% 4% 8% 0% 0% 3% 3% 17% 22% 58% 21% 13% 0% 0% 0% 0% 0%  -333,492  9%  -39,487 -3,935 -1,646 -45,068 -7,673 -21,543 -10,000 -31,543 -5,000  16% 13% 18% 15% 4% 14% 0% 10% 0%  Page 1of3    Accrual Basis  Town of Glen Echo July through August 2019  Revenue/Expenses Actual VS Budget  Jul- Aug 19 Budget $Over Budget % of Budget  21.5 Traffic Study Consultant 21.6 Records Ret./Archiving 21.7IT Support 21.8 Arborist 21.9 Town Engineer/Bld. Insp. 21.10 Office Temporary Help Total 21 Professional Services 22. Fixed Opl Ex 22.1 Office & TH Utilities 22.11 Electrical 22.12 Gas 22.13 Telephonelinternet 22.14WSSC Total 22.1 Office &1 TH Utilities 22.2 Office 22.21 Office Supplies 22.22 Software/Domain 22.23 Copier Rental Total 22.2 Office 22.3 Bank Fees 22.4Website 22.5 Ins & Bond 22.6 Dues, Subs., Conf. 22.7 Admin 22.71 Admin. Payroll Fee 22.72 Flyer Delivery Charges 22.73 Miscl. Admin Fee Total 22.7 Admin 22.8 Echo 22.9 Town! Hall 22.917 THS Supplies 22.92 TH Cleaning Service 22.93 TH Maintenance 22.94" TH Elevator Maintenance Total 22.9 Town Hall 22.11T HI Improv 22.12 Office Furniture & Equip. Total 22. Fixed Op Ex 23 Streets 23.1 Streetlights 23.2 Street Sweeping 23.3 Street Signs 23.4 Parking Lot--Town Hall 23.5 Street Repair  0 2,000 300 5,000 250 2,000 0 750 1,953 10,000 271 1,500 6,558 69,250 552 2,100 22 1,200 243 3,200 140 1,200 957 7,700 190 2,500 435 1,500 124 1,500 749 5,500 43 250 0 3,000 1,796 3,000 1,015 2,500 245 1,500 0 300 104 1,000 349 2,800 527 3,200 369 2,250 580 3,500 370 4,000 0 6,000 1,319 15,750 1,800 6,000 0 2,000 8,555 51,700 1,229 9,500 2,240 4,000 0 5,000 20,000 15,000  -2,000 -4,700 -1,750 -750 -8,047 -1,229 -62,692 -1,548 -1,178 -2,957 -1,060 -6,743 -2,310 -1,065 -1,376 -4,751 -207 -3,000 -1,204 -1,485 -1,255 -300 -896 -2,451 -2,673 -1,881 -2,920 -3,630 -6,000 -14,431 -4,200 -2,000 -43,145 -8,271 -1,760 -5,000 -20,000 -15,000  0% 6% 13% 0% 20% 18% 9% 26% 2% 8% 12% 12% 8% 29% 8% 14% 17% 0% 60% 41% 16% 0% 10% 12% 16% 16% 17% 9% 0% 8% 30% 0% 17% 13% 56% 0% 0% 0%  Page 2of3    Accrual Basis  Town of Glen Echo July through August 2019  Revenue/Expenses Actual VS Budget  Jul-Aug 19 Budget $Over Budget % of Budget  23.6 Sidewalk Repair Total 23 Streets 24 Town Services 24.1 Community Contribution 24.2 Landscape 24.21 THI Landscaping 24.22 Town! Right of Way 24.23 Environmental Imp Project Total 24.21 Landscape 24.3 Snow Removal 24.4 Refuse/Recycling 24.5 Town" Trees 24.51 Town Tree Pruning 24.521 Town Tree Removal Total 24.5 Town Trees 24.61 Leaf Removal 24.7 Community Events Total 24 Town Services Total Expense Net Ordinary Income Net Income  0 5,000 3,469 58,500 0 4,000 7,298 7,500 900 7,200 0 5,000 8,198 19,700 0 25,000 5,505 40,000 0 3,000 550 5,000 550 8,000 0 15,600 2,581 8,500 16,834 120,800 43,882 353,550 -12,470 11,354 -12,470 11,354  -5,000 -55,031 -4,000 -202 -6,300 -5,000 -11,502 -25,000 -34,495 -3,000 -4,450 -7,450 -15,600 -5,919 -103,966 -309,668 -23,824 -23,824  0% 6% 0% 97% 13% 0% 42% 0% 14% 0% 11% 7% 0% 30% 14% 12% -110% -110%  Page 3 of3    Town of Glen Echo Expenses by Vendor Summary August 2019 Aug 19 223 2,533 327 105 550 2,453 1,892 1,463 964 114 300 949 11 11,884  American Advertising Distributors of NOVA Bolt Legal, LLC Dennis T. Alexander, CPA Digital Handyman Evans Tree Service Goode Companies, Inc. Hughes Landscaping & Supply Co. Inc. Joseph F." Toomey Associates, Inc PEPCO- (streetlights) Print 1 Printing & Copying Sarah E. Hedlund Sun' Trust Bankcard, N.A. Washington Gas TOTAL    09/04/19  Town of Glen Echo Account Balances As of August 31,2019 Aug 31,19  ASSETS Current Assets Checking/Savings MDI Local Gov't Investment Pool SunTrust Cash-Checking SunTrust MM Total Checking/Savings Total Current. Assets TOTAL ASSETS LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Bond Deposit Town! Hall Deposit Right of Way Bond Total Bond Deposit Total Other Current Liabilities Total Current Liabilities Total Liabilities TOTAL LIABILITIES & EQUITY  82,678.47 78,970.19 507,074.50 668,723.16 668,723.16 668,723.16  200.00 5,000.00 5,200.00 5,200.00 5,200.00 5,200.00 5,200.00  Page 1 of1    3 g88  66 a 88    From: Joseph F. Toomey, Permit reviewer for the Town ofGlen Echo Subject: Progress report on Vassar Circle Development and Construction  To: Date:  Willem Polak, Mayor, Town of Glen Echo  September 6, 2019  The status oft the Vassar Circle development, as ofThursday morning, September 5, 2019, is that the construction oft the first property, 4 Vassar Circle, is awaiting Montgomery County close-in. inspection approval. The close-in inspection covers the framing, mechanical, and electrical work, and includes countless details that must meet building and safety standards. The inspection has been scheduled several times, and has been postponed or resulted in a fail. Itis At the exterior, as shown on the attached photograph, doors and windows are inj place, roof shingles are installed, and trim has been placed, and is being painted. Within the structure, heating and cooling ductwork, or mechanical systems, electrical, fire suppression, and plumbing system "rough-ins" are inj place. As soon as the close-in inspection is obtained, building insulation, and its required County inspection can move: forward. At that time, drywall and interior finishing will start. Typically al house can be finished and ready for occupancy in as little The site work for the entire project includes the installation of water and sewer service to the edge oft the Public Utility Easement (P.U.E.) and the gas service to thel house, at Lot1,4 4 Vassar Circle. Water, sewer, and gas has also been installed to thel P.U.E. for Lot 4, and Lot 2. New water and sewer service has not been installed to Lot 3, at the bottom oft the circle, as there was existing service from the building that was demolished. As the existing water service line was found to be defective, and leaking, it was disconnected and capped at the water main. A new line must now be installed, causing delay in the under ground utility work. The gas service line for that lot can not be installed until the water and sewer work is complete. Underground electrical The underground utility work must be completed before the roadwaywidening work can begin. For the roadway work, concrete curb and gutter must be installed first. After curb and gutter is set, the roadway base course can be started. The final finish course can be placed towards the end of construction on all four lots. (Asphalt plants typically close down for the winter in mid November, providing onlyat ten to twelve week window to complete the widening ofthe Ihave attached a photograph of# #4 Vassar Circle as it appeared Thursday, September 5th.  nowi rescheduled for Monday, September 9th.  as six to eight weeks after the drywall work starts.  service has been installed to the edge of the P.U.E. for each of the four lots.  roadway, beforewinter arrives.    REVERE ABANK  #4 Vassar Circle, Thursday, September 5, 2019.