Shepherdstown public meetings in 2021

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review several applications, including a storage shed and multiple business signs, and receive a report on the Comprehensive Plan update. The agenda also includes approval of previous minutes, a planning and zoning report, and a president's report.

• Application 21-44: St. Agnes Church, 14' x 32' wooden storage shed in rear yard of 216 S. Duke Street
• Application 21-47 (pending): Teresa Collins & John Christman, business sign at 217 S. Duke Street
• Application 21-49: The Potomac Agency, hanging 30" x 30" business sign at 201 S. Princess Street
• Application 21-50: CTR Management, hanging 30" x 48" business sign at 219 S. Duke Street
• Application 21-51: Danielle Corbin dba Shepherdstown Vibes, replacement of overhead sign insert at 207 S. Princess Street, Ste 2

The Shepherdstown Planning Commission unanimously approved a storage shed for St. Agnes Church at 216 S. Duke Street, previously tabled pending Historic Landmarks Commission review. It also approved three new business signs: a 13-square-foot sign at 217 S. Duke Street, a 30" x 30" hanging sign at 201 S. Princess Street, and a 30" x 48" hanging sign at 219 S. Duke Street. A sign application for Shepherdstown Vibes at 207 S. Princess Street was tabled because the applicant was not present. The commission also reassigned the lead role for the Comprehensive Plan assessment from Chris Cafiero to Roger Monroe.

• Approved storage shed for St. Agnes Church at 216 S. Duke Street (unanimous)
• Approved 13 sq ft business sign at 217 S. Duke Street (unanimous)
• Approved 30" x 30" hanging sign at 201 S. Princess Street (unanimous)
• Approved 30" x 48" hanging sign at 219 S. Duke Street (unanimous)
• Tabled sign application for Shepherdstown Vibes at 207 S. Princess Street (unanimous)
• Reassigned Comprehensive Plan lead from C. Cafiero to R. Monroe

Grants Committee

The Shepherdstown Grants Committee is holding a special meeting to discuss a tree inventory grant and consider adding Erin Clark as a new committee member. The agenda is otherwise routine, including approval of prior minutes.

• Tree Inventory Grant discussion
• New committee member appointment: Erin Clark

The Shepherdstown Grants Committee recommended the Tree Inventory Grant application and quote from Bartlett for approval and submission to the Town Council, and recommended Erin Clark for appointment as a new committee member. Both recommendations were approved unanimously. The minutes record no other substantive decisions.

• Recommended Tree Inventory Grant application and Bartlett quote for TC approval (unanimous)
• Recommended Erin Clark for committee appointment (unanimous)

Town Council

The Shepherdstown Town Council approved allocating $200,000 from the video lottery reserve to the Bike Path Project and authorized signing the DOH agreement. They also approved the first reading of an ordinance expanding legal remedies for code violations, appointed Sally Brasher to the library board, and authorized the Grants Committee to apply for AED grants. The meeting was otherwise routine, with no public comments or visitors.

• Approved allocation of $200,000 to Bike Path Project and DOH agreement (unanimous)
• Approved first reading of ordinance amending Section 9-905 on legal remedies (unanimous)
• Appointed Sally Brasher to Shepherdstown Public Library Board of Trustees (unanimous)
• Authorized Grants Committee to apply for AED grants (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will hold a regular meeting and public hearing to consider several applications, including a request to demolish a vacant house, placement of a storage shed, and various alterations to historic properties. The agenda also includes standard items like approval of minutes and reports.

• Demolition request for vacant house at 332 W. German Street (application 21-10)
• Storage shed placement at St. Agnes Church, 216 S. Duke Street (application 21-44)
• Porch railing addition at 322 W. German Street (application 21-48)
• Garage door alterations at 201 S. King Street (application 21-52)
• Renovations and addition at 105 S. King Street

Finance Committee

The Shepherdstown Finance Committee met on December 2, 2021, to discuss new business regarding path funding. The agenda also included financial reporting and the Mayor's report.

• Discussion of path funding

The Finance Committee approved a $200,000 allocation from the Video Lottery Reserve funds to cover the matching funds shortfall for the bicycle/pedestrian path to Morgan's Grove. This action was taken after the DOH cancelled its commitment to provide toll credits. The motion was made by J. Ford, seconded by C. Roberts, and passed unanimously. The committee also discussed the need for an RFP for a Parks-and-Recreation walking path project in Cullison Park.

• Approved $200,000 from Video Lottery Reserve funds for the Morgan's Grove path matching funds shortfall (motion by J. Ford, seconded by C. Roberts, passed unanimously)
• Discussed issuing an RFP to obtain three vendor estimates for a walking path project in Cullison Park (no formal action taken)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to review ongoing projects, including playground equipment replacement at Cullison Park, a walking path update, and the status of a tree and fence at Bane-Harris Park. They will also discuss a community survey action plan, grant application status (noting ineligibility for LWCF), and explore new grant opportunities. The meeting is largely a status update and planning session.

• Bane-Harris Park: tree status and fence maintenance assessment
• Cullison Park: playground equipment replacement order status
• Cullison Park: walking path update and park boundary maps
• Community survey action plan and posting status
• Grant application status: ineligible for LWCF

The Shepherdstown Parks and Recreation Committee discussed the Cullison Park walking path project, noting that proposals and estimates from Capitol Solutions Group were distributed, and agreed to consult the Town's Finance Committee before proceeding. The committee also canceled its December meeting and scheduled the next meeting for January 25, 2022. No formal votes were taken on the walking path or other substantive items; the only motions approved were the agenda, previous minutes, and meeting cancellation.

• Approved agenda (unanimous)
• Approved October 26, 2021 minutes (unanimous)
• Canceled December meeting; next meeting January 25, 2022 (unanimous)

Grants Committee

The committee is reviewing CARES Act and Community Block Grant updates. Members will also discuss community input regarding local needs and potential new grants for tree inventory and AEDs.

• CARES Act / Community Block Grant updates
• Tree Inventory Grant discussion
• AED Grant discussion
• Review of community input methods

The Shepherdstown Grants Committee met and advanced work on a Tree Inventory Grant application, with a goal of presenting it to the Town Council in December. The committee also discussed applying for portable AED device grants and agreed to pause community listening sessions. No final funding decisions were made at this meeting.

• Approved minutes from 10.28.21 meeting with typo correction
• Agreed to adjourn community listening sessions for the time being
• Set deadline of 11.24.21 to get Tree Inventory Grant application on Town Council agenda
• Set deadline of 12.1.21 to get Tree Inventory Grant application in packet
• Set 12/6/21 deadline for AED grant brief for Town Council packet review at 12/14/21 meeting

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review four applications: a business sign, two building additions, and a storage shed. The commission will also discuss the Comprehensive Plan update and receive reports from the president and planning/zoning staff.

• Application 21-39: Main Street Partners L.P. to mount a 4.5 sq. ft. business sign at 217 S. Duke St.
• Application 21-42: Melanie Jesteadt & Chris Cafiero to replace rear additions with a two-story addition at 310 W. German St.
• Application 21-43: St. Peter's Lutheran Church to remove and construct a rear addition at 110 N. King St.
• Application 21-44: St. Agnes Church to place a wooden storage shed (≤400 sq ft) on a 7.53-acre parcel at 200 S. Duke St.
• Discussion of Comprehensive Plan Update

The Shepherdstown Planning Commission approved a wall sign for Main Street Partners, a two-story addition at 310 W. German St., and a new addition for St. Peter's Lutheran Church, contingent on filing a plat of merger. The commission tabled a storage shed application for St. Agnes Church pending Historic Landmarks Commission review and a property survey.

• Approved wall sign at 217 S. Duke St. (unanimous)
• Approved two-story addition at 310 W. German St. (unanimous)
• Approved St. Peter's Lutheran Church addition, contingent on parcel merger (unanimous)
• Tabled St. Agnes Church storage shed application (unanimous)

Town Council

The Shepherdstown Town Council approved the first reading of an ordinance to amend Section 9-905, subpart ii, of the Code of Shepherdstown, expanding legal remedies for violations. The council also approved minutes from October 12 and November 3, 2021, with corrections. No other substantive decisions were made; remaining items were informational or discussions.

• Approved first reading of ordinance amending Section 9-905, subpart ii (unanimous)
• Approved October 12, 2021 minutes with corrections (unanimous)
• Approved November 3, 2021 minutes with corrections (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will hold a regular meeting and public hearing to consider five applications for renovations to historic properties. The applications include window replacements, porch construction, and building additions. The meeting will also include approval of previous minutes and other administrative items.

• 21-40: Sarah & Grant Moerschel, 106 N. Duke St. — complete window replacement, replace door with window
• 21-41: Thompson Mayes & Rodney Glover, 205 W. Washington St. — remove 1970s porch, add screened-in porch, replace windows/doors, add shutters
• 21-42: Melanie Jesteadt & Chris Cafiero, 310 W. German St. — remove rear additions, replace with two-story addition
• 21-43: St. Peter's Lutheran Church, 110 N. King St. — remove rear shed-roof addition, construct new addition
• 21-45: Hillary & Richard Lo, 203 N. Duke St. — replace rotted wooden shutters with uniform paneled shutters

Grants Committee

The Shepherdstown Grants Committee is meeting to discuss next steps for CARES Act/Community Block Grant funds and to consider several new grant opportunities, including a tree inventory, an AED (defibrillator) grant, and a common space grant. The committee will also review its mission statement, consider paying for a grants database, and discuss how to gather community input on needs.

• CARES Act / Community Block Grant next steps
• Tree Inventory Grant (DW)
• AED Grant (MJ)
• Common Space Grant (CPS)
• Grants database – Town to pay fee?

The committee approved the September 16 minutes with minor changes and agreed to post draft minutes with agendas. It discussed the CDBG grant with Catholic Charities, planning a simple MOU and outreach. The committee also set a timeline for a tree inventory grant application and discussed portable AED grant opportunities. No final votes were taken on new grants.

• Approved minutes from 9.16.21 with minor changes (motion by C. Stroech, seconded by D.W. Gregory)
• Agreed to attach draft minutes to next month's agenda and vote on them at the next meeting
• Agreed to remove full text of CDBG applications from website, replacing with a log
• Agreed to adjourn community listening sessions for now
• Set timeline for tree inventory grant: vendor picked within two weeks, application to Town Council by December
• Discussed portable AED grant applications; Matt to create brief for Town Council by 12/6/21

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss unfinished business across several town parks, including tree branch removal, fence repairs, playground equipment replacement, and walking path updates. They will also consider a new grant application for West Virginia cities parks and recreation funding. The meeting includes routine approval of the agenda and prior minutes.

• Bane-Harris Park: tree branch removal status and fence repairs/paint refurbish
• Cullison Park: playground equipment replacement order status and walking path update
• Rumsey Park: tree removal status with Tree Commission
• Bookmark the Park: artist gift presentation and spring 2022 plan
• New business: grant application for Parks & Recreation Grants for WV Cities (LWCF)

The Shepherdstown Parks and Recreation Committee met on October 26, 2021, and approved the agenda and previous minutes. No formal decisions were made; discussions included tree removal, fence repairs, playground equipment, a walking path proposal, and a potential grant application.

• Approved meeting agenda (unanimous)
• Approved September 28, 2021 minutes (unanimous)
• Adjourned meeting at 7:08 PM (motion carried)

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review two new sign applications, discuss the Comprehensive Plan update, and hear reports from the president and planning/zoning staff. The meeting is open to the public via Zoom.

• Application 21-38: Jefferson County Visitor's Bureau to hang a 4.5 sq. ft. sign on a metal bracket at 102 S. King Street
• Application 21-39: Main Street Partners L.P. to mount a 4.5 sq. ft. business sign on the wall at 217 S. Duke St., Ste. 100
• Comprehensive Plan Update discussion
• Planning & Zoning Report including HLC actions

The Shepherdstown Planning Commission approved a 4.5 sq. ft. sign for the Jefferson County Visitor's Bureau at 102 S. King Street, with a suggestion to curve the bracket base to fit flush against the porch column. A separate application from Main Street Partners L.P. for a 4.5 sq. ft. business sign at 217 S. Duke St., Ste. 100 was tabled because the applicant was not present. Both actions passed unanimously.

• Approved 4.5 sq. ft. sign for Jefferson County Visitor's Bureau at 102 S. King Street (unanimous)
• Tabled 4.5 sq. ft. business sign application for Main Street Partners L.P. at 217 S. Duke St., Ste. 100 (unanimous)

Town Council

The Shepherdstown Town Council approved all 13 second readings of ordinances covering larceny, alcohol, dogs, fireworks, firearms, and other offenses, and approved the website redesign RFP. They also moved forward with a first reading for a stop work order ordinance and discussed broadband leases, a public commons area, and other updates.

• Approved 13 ordinance second readings (unanimous)
• Approved website redesign RFP with final changes (unanimous)
• Moved forward with first reading of stop work order ordinance (unanimous)
• Approved September 14, 2021 meeting minutes (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission is holding a regular meeting and public hearing to consider applications, including a renovation at 205 W. Washington Street. The agenda also includes discussion of a grant project for the Telling the Full History Preservation Fund, along with routine items like minutes approval and reports.

• Application for renovations at 205 W. Washington (Mayes)
• Telling the Full History Preservation Fund grant project brainstorming
• Public hearing for applications
• Approval of previous meeting minutes

The Historic Landmarks Commission approved the minutes from its September 13, 2021 meeting. No applications were reviewed. The commission discussed a new grant opportunity from the National Trust for Historic Preservation, with members suggesting applying for funds to restore Rosehill Cemetery and support similar work by Historic Shepherdstown.

• Approved minutes from 9/13/2021 meeting
• No applications reviewed
• Discussed applying for National Trust grant for underrepresented communities
• Suggested funding for Rosehill Cemetery restoration
• Noted potential grant-writing lead from Historic Shepherdstown member

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss ongoing park projects and new proposals. Items include follow-ups on playground equipment replacement at Cullison Park, updates on various parks, and a new walking path proposal for Cullison Park.

• Playground equipment replacement follow-up at Cullison Park
• Walking path proposal for Cullison Park
• Updates on Bane-Harris, Rumsey, Viola Devonshire, and Riverfront Parks
• Community survey action plan discussion
• Artist gift presentation for Bookmark the Park

The Shepherdstown Parks and Recreation Committee approved spending $2,135.87 from the Parks & Rec account to purchase and install a replacement playground toy at Cullison Park. The motion passed unanimously. The committee also discussed a fallen tree branch at Bane-Harris Park, a dead tree at Rumsey Park, and future programming ideas for the Bookmark the Park event.

• Approved $2,135.87 to buy and install replacement playground toy at Cullison Park (unanimous)
• Approved agenda for September 28, 2021 meeting (unanimous)
• Approved minutes from August 24, 2021 meeting (unanimous)
• Adjourned meeting at 6:41 PM (motion by Lori)

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review new applications, including a duplex construction at Sage Place and two business sign requests on German Street. The agenda also includes a public comment period on a stop work order and an update on the Comprehensive Plan.

• Application 21-02: Frank McCluskey & Melanie Winter, Lot 19 Sage Place, construction of final Sage Place duplex
• Application 21-37: Habitat for Humanity of the Eastern Panhandle, Lot 20 Sage Place
• Application 21-35: Connie Heyer, 104 E. German Street, hanging sign and window decal totaling 16.5 sq ft
• Application 21-36: Diana Cooper, 112 E. German St. Suite C, hanging business sign
• Stop Work Order - Public Comment Period

The Shepherdstown Planning Commission approved four applications: a duplex at Sage Place (21-02), a Habitat for Humanity project (21-37), a hanging sign and window decal at 104 E. German Street (21-35), and a hanging business sign at 112 E. German St., Suite C (21-36). All approvals were unanimous and included storm water mitigation following county guidelines for the two construction projects. The commission also recommended to Town Council an ordinance amendment adding a 'Stop Work Order' to the code, and began a comprehensive plan update with a sub-committee.

• Approved duplex construction at Sage Place lots 19-20 (21-02) with storm water mitigation per county guidelines (unanimous)
• Approved Habitat for Humanity project (21-37) with storm water mitigation per county guidelines (unanimous)
• Approved hanging sign and window decal at 104 E. German Street (21-35) (unanimous)
• Approved hanging business sign at 112 E. German St., Suite C (21-36) (unanimous)
• Recommended to Town Council an ordinance amendment adding 'Stop Work Order' to Section 9-905 (unanimous)
• Formed sub-committee to review goals for comprehensive plan update

Grants Committee

The Shepherdstown Grants Committee is meeting to discuss next steps for CARES Act and Community Block Grant funds, recruit additional committee members, and gather community input on needs. They will also consider a new Tree Inventory Grant. The agenda is mostly discussion items with no final decisions listed.

• CARES Act / Community Block Grant next steps
• Recruitment of additional committee members
• Community input methods: email, survey, social media, town committees, listening sessions
• Tree Inventory Grant discussion

The Shepherdstown Grants Committee met and discussed the awarded CDBG-CV funds, which cannot be distributed until state guidance is received. Catholic Charities is developing a waiting list using the 'trash question' to determine eligibility. The committee also agreed to shift focus toward encouraging community members to propose projects and will present a memo to Town Council. No formal votes were taken on substantive matters.

• Approved minutes from August 24 meeting (motion by Fortuna, seconded by Stroech)
• Agreed to remove successful grant proposal from town website and replace with award announcement
• Agreed to add Catholic Charities contact info to website for assistance seekers
• Agreed to keep copy of successful grant application on file at Town Hall
• Agreed to finalize 'State of the Committee' memo and present to Town Council with Project Information sheet

Town Council

The Shepherdstown Town Council approved a bond ordinance authorizing up to $1,250,000 in water revenue bonds for water treatment plant improvements, and allocated $421,000 from the American Rescue Plan to the same project. The council also approved first readings of multiple ordinances aligning town codes with state law, and moved forward on broadband exploration using water towers.

• Approved third reading of $1.25M water revenue bond ordinance (unanimous)
• Approved allocating $421,000 from American Rescue Plan to water treatment plant upgrade (majority, Stroech opposed)
• Approved first readings of 13 ordinances updating town codes to match state law (majority, Stroech abstained)
• Approved motion to explore broadband via water tower equipment (unanimous)
• Approved $40K allocation to Cost Sharing Sidewalk Program (unanimous)
• Approved Trick or Treat not promoted, German Street not closed (unanimous)
• Approved Thriller Dance with mask/distancing encouragement (unanimous)
• Approved Christmas Parade with COVID considerations (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will hold a regular meeting and public hearing to consider two applications for changes to historic properties. The commission will also review previous meeting minutes, discuss new membership, and handle administrative matters.

• Application 21-18: James Gatz, 215 W. New Street — add sliding glass door, stoop & stairs to enclosed porch; amendment to use fiberglass windows
• Application 21-32: Benjamin Bankhurst, 106 W. Washington Street — enclose side rear porch with German Lap siding and wood windows
• New membership application: Carmen Slater
• Public hearing via Zoom

The Shepherdstown Historic Landmarks Commission approved two applications at its September 13, 2021 regular meeting. It approved design changes to a previously approved project at 215 W. New Street, allowing fiberglass windows in addition to the sliding glass door, stoop, and stairs. It also approved a new application to enclose the side rear porch at 106 W. Washington Street with German Lap siding and wood casement windows. The commission also discussed a cistern infill and a proposed addition to St. Peters Parish House, but took no formal action on either.

• Approved design changes for application #21-18 at 215 W. New Street, including fiberglass windows, per page 58 of the Design Guidelines
• Approved application #21-32 at 106 W. Washington Street to enclose a side rear porch with German Lap siding and casement windows, per pages 45 & 58 of the Design Guidelines
• Agreed that filling in an old cistern is not a matter requiring HLC review
• Encouraged St. Peters Parish House to submit a formal application for its proposed addition
• Approved the minutes from the August 9, 2021 meeting
• Noted Carmen Slater's approval by Town Council as a new HLC commissioner

Grants Committee

The committee is reviewing CARES Act and Community Block Grant applications. Members will also discuss potential new grants for a tree inventory and AED devices.

• CARES Act / Community Block Grant funding grant applications
• Tree inventory grant application
• AED devices grant application
• Discussion of committee scope of work

The Shepherdstown Grants Committee met on August 24, 2021, and approved the minutes from the previous meeting. No new grant applications were approved, but the committee decided not to pursue the T-Mobile grant for a common space due to lack of a project manager. The committee also discussed next steps for a tree inventory grant, directing the Tree Commission to select a vendor from three proposals.

• Approved minutes from August 3, 2021 meeting
• Decided not to move forward with T-Mobile grant for common space (no project manager)
• Directed CPS to ask Tree Commission/Frank Welch to select vendor for tree inventory
• Agreed committee only applies for grants; projects need a project leader

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee met on August 24, 2021, to approve minutes and discuss ongoing projects at multiple local parks. The agenda included status updates on Bane-Harris, Cullison, Rumsey, Viola Devonshire, and Riverfront Parks, as well as the 'Bookmark the Park' initiative. New business items focused on a clean-up cycle for Cullison Park and a proposal for a walking path in that location.

• Proposal for a walking path at Cullison Park
• Park clean-up cycle for Cullison Park
• Replacement sign at the Maiden Lane entrance of Bane-Harris Park
• Follow-up on playground equipment replacement at Cullison Park
• Review of community survey results

Planning Commission

The Shepherdstown Planning Commission will meet on August 16, 2021, to review several new development applications. The agenda includes requests for a studio space addition, cedar fencing, and a business sign replacement.

• Garage modification at 110 S. King Street to add a second-story studio
• Installation of 4' and 6' cedar fencing at 106 N. Duke Street
• Replacement of overhead business sign for Kwik Chek at 207 S. Princess Street

Town Council

The Town Council is reviewing a first reading for a bond ordinance to fund waterworks improvements up to $1,250,000. The agenda also includes multiple first readings of ordinances related to criminal offenses, trespass, and driving laws.

• Bond Ordinance for Water Revenue Bonds, Series 2021, not to exceed $1,250,000
• First reading of ordinance regarding Malicious Mischief
• First reading of ordinances regarding Criminal Offenses Involving Controlled Substances
• First reading of ordinances regarding Trespass penalties
• First reading of ordinance regarding Driving Under the Influence and Motor Vehicle Alcohol Test and Lock Program

The Shepherdstown Town Council approved the first reading of a bond ordinance authorizing up to $1,250,000 in water revenue bonds for water treatment plant improvements, and approved a commitment letter from Jefferson Security Bank. A special meeting was scheduled for August 26 at 1 p.m. for the second reading. The council also approved first readings of ordinances amending reckless driving and speed limit sections to align with state law, and approved appointments to the Planning Commission and Historic Landmarks Commission.

• Approved first reading of $1.25M water revenue bond ordinance (unanimous)
• Approved commitment letter from Jefferson Security Bank (unanimous)
• Scheduled special council meeting Aug 26, 1 p.m. for second bond reading (unanimous)
• Approved first reading of reckless driving ordinance amendment (unanimous)
• Approved first reading of speed limit ordinance amendment (unanimous)
• Approved Roger Munro, Chris Cafiero, Terry Fulton to Planning Commission (unanimous)
• Approved Nicole Saunders/Meske, Carmen Slater to Historic Landmarks Commission (unanimous)
• Approved Shepherd University Homecoming Parade and Panhandle Free Narcan Day events (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission denied a proposed storage shed at 301 W. German Street, citing incompatibility with the historic landscape. The commission approved window alterations at 215 W. New Street and a second-story studio addition at 110 S. King Street, with conditions on materials.

• Denied storage shed at 301 W. German Street (unanimous)
• Approved window alterations at 215 W. New Street (unanimous)
• Approved studio addition at 110 S. King Street, contingent on no vinyl and specified materials (unanimous)

Grants Committee

The Shepherdstown Grants Committee is meeting to review CARES Act and Community Block Grant funding applications, consider adding committee members, and gather community input on needs. They will also discuss next grant applications, including a tree inventory and AED devices.

• CARES Act / Community Block Grant funding grant applications
• Additional committee members
• Community input via email, survey, social media, town committees, departments, organizations, listening sessions
• Next grant applications: tree inventory
• Next grant applications: AED devices

The Shepherdstown Grants Committee met on August 3, 2021, and approved the July 19 minutes with changes. They discussed and advanced several grant applications, including a tree inventory proposal from Davey Trees, a FireHouse Subs grant, a Fire Fighter's Charitable Foundation application, and a T-Mobile Hometown Grant for a park bandstand. No final decisions on grant submissions were made; most items are pending further review or town council approval.

• Approved July 19 minutes with changes (motion by DW, second by MJ)
• Agreed to switch SAIL listening session to Zoom and provide criteria/process info
• Agreed to forward Lemony Snicket grant to a community partner
• Set target to file tree inventory grant by 9/15, pending council sign-off
• Set target to submit FireHouse Subs grant by September or October council meeting
• Plan to submit Fire Fighter's Charitable Foundation application alongside FireHouse Subs
• Directed MTF to prepare brief and proposal for T-Mobile Hometown Grant for bandstand

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review new applications for business signage and a roof-mounted solar array, along with continuing business and administrative reports. The meeting is open to the public via Zoom.

• Application 21-28: Annelise Frey, 133 W. German Street, hanging business sign (4 sq ft)
• Application 21-29: Frank McCluskey, 36 Shepherd Village Circle, 15-panel roof-mounted solar array
• Application 21-31: Mills Group, 122 E. German Street, new business signage
• Approval of previous months' minutes
• Comp Plan Update discussion

The Shepherdstown Planning Commission unanimously approved three applications: a 15-panel roof-mounted solar array at 36 Shepherd Village Circle, a new business sign at 122 E. German Street, and a hanging business sign at 133 W. German Street. The commission also discussed setting up a committee to assess progress on the Comprehensive Plan update.

• Approved solar array installation at 36 Shepherd Village Circle (unanimous)
• Approved new business signage at 122 E. German Street (unanimous)
• Approved hanging business sign at 133 W. German Street (unanimous)
• Discussed forming committee for Comprehensive Plan update

Grants Committee

The Shepherdstown Grants Committee is meeting to discuss old business, including CARES Act and Community Block Grant applications, adding committee members, gathering community input, and setting criteria for grant consideration. They will also consider the next grant application, with options including a tree inventory or AED devices.

• CARES Act / Community Block Grant funding grant applications
• Additional committee members
• Community input via email, survey, social media, town committees, departments, community organizations, listening sessions
• Criteria for grant application consideration
• Next grant application: tree inventory or AED devices

The Shepherdstown Grants Committee approved minutes and added Matt Jividen as a new member. They decided not to pursue an amphitheater grant for CATF at this time, but will monitor recurring opportunities. Listening sessions with the Library identified needs for IT/AV equipment and solar panels, and future sessions are scheduled with SAIL, the Museum, and Path. The committee also assigned leads for next grant applications, including a tree inventory and police AED equipment.

• Approved minutes of previous meeting
• Approved Matt Jividen as new committee member
• Decided not to move forward with CATF amphitheater grant at this time
• Scheduled listening sessions with SAIL (Aug. 5), Museum, and Path
• Assigned DWG as lead for tree inventory grant application
• Assigned MJ as lead for police AED grant, with MTF drafting Firehouse Subs grant

Personnel Committee

The Shepherdstown Personnel Committee is meeting to discuss unfinished business, including updates from neighboring municipalities on opening Town Hall during lunch, term limits, and town manager matters. The committee will also review the employee handbook and discuss department-specific training.

• Update on opening Town Hall during lunch from Bolivar, Charles Town, Harper's Ferry, and Ranson
• Review of the Employee Handbook
• Discussion of individual department training for Frank, Kenny, Woody, and Amy
• Update on term limits from local municipalities
• Update on town manager matters from local municipalities

The Shepherdstown Personnel Committee met and discussed several administrative topics. They reviewed updates from neighboring municipalities on town hall lunch hours, term limits, and town manager structures, and decided to gather manager input for handbook revisions and training needs. No formal votes were taken; all items were discussion and planning.

• Approved minutes of previous meeting (moved by Lori, seconded by Jenny)
• Planned to keep Town Hall open during noon hour, pending Amy's report
• Decided to request email input from all managers for Employee Handbook revisions
• Assigned training contacts: Lori for Frank, Kenny, Woody; Marty for Amy
• Lori to gather job descriptions for Town Manager, Mayor, Town Clerk, and Assistant Manager roles
• Adjourned at 11:04 (moved by Marty, seconded by Jenny)

Town Council

The Shepherdstown Town Council is meeting to consider a first reading of a bond ordinance authorizing up to $1.25 million in water revenue bonds for water treatment plant improvements. The agenda also includes public comments from several visitors, a website redesign update, and committee reports, with most committees reporting no recommendations.

• First reading of bond ordinance for up to $1,250,000 in Water Revenue Bonds for water treatment plant renovations
• Visitors: Dr. Wimer (Jefferson County Foundation), Katie Thompson/Mark Cucuzzella (Freedom's Run), Ken Lowe (Shepherdstown Elementary School), Nancy Strine (Home Consortium)
• Website redesign update – Draft RFP under old business
• Grants Committee recommends appointment of new member
• Police Committee reports police officer interviews

The Shepherdstown Town Council voted to have Dr. Christine Wimer author a letter, to be reviewed by the town attorney and signed by the mayor, urging enforcement of clean-air laws and asking Rockwool to use natural gas instead of coal. The council also approved Freedom's Run for October 16, 2021, and agreed to sign a Home Consortium resolution. A bond ordinance for water system improvements was not voted on because the low bidder withdrew.

• Approved motion to have Dr. Wimer draft a letter on Rockwool's fuel use, with attorney review and mayor's signature
• Approved Freedom's Run event for October 16, 2021
• Approved signing the Home Consortium resolution
• Agreed to place the school repurposing resolution on the August agenda and invite the school board and public
• Approved Matt Jividen to the Grants Committee
• Approved June 8, 2021 council minutes with a correction
• Tabled the water bond ordinance due to withdrawn bid
• Adjourned at 7:57 p.m.

Grants Committee

The Shepherdstown Grants Committee is meeting to discuss CARES Act and Community Block Grant funding applications, consider adding committee members, and gather community input on needs. They will also establish criteria for evaluating grant applications and discuss the next application.

• CARES Act / Community Block Grant funding applications
• Additional committee members
• Community input via email, survey, social media, town committees, departments, and organizations
• Criteria for grant application consideration
• Next grant application discussion

The Shepherdstown Grants Committee approved a revised mission statement and voted to move forward on two grant applications: a tree inventory and an AED for the Police Department, both pending Town Council approval. The committee also discussed partnering with CATF on an amphitheater project and scheduled listening sessions with the Library, Historic Shepherdstown/Museum, and SAIL.

• Approved revised mission statement for the Grants Committee
• Moved forward on tree inventory grant application, pending Town Council approval
• Moved forward on Police Dept. AED grant application, pending Town Council approval
• Scheduled listening sessions with Library, Historic Shepherdstown/Museum, and SAIL

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission is holding a special meeting and public hearing to consider one application: adding a roof to a previously approved second-story porch at 338 W. High Street. The agenda also includes routine items like approving prior minutes and a comprehensive plan discussion.

• Application 20-14 by Nicholas Landon for 338 W. High Street to add a roof to a previously approved second-story porch
• Public hearing scheduled for June 29, 2021 at 2:00 p.m. via Zoom
• Approval of previous months' minutes
• Comprehensive plan discussion on the agenda

The Historic Landmarks Commission held a special meeting on June 29, 2021, to review a follow-up application from Nicholas Landon for 338 W. High Street. The applicant presented detailed drawings for both a covered open and an enclosed porch option. The commission approved the enclosed covered porch option as presented, with a unanimous vote.

• Approved the enclosed covered porch option for 338 W. High Street, as presented by applicant Nicholas Landon, with a unanimous motion.

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee approved the purchase of a replacement spring toy for Cullison Park at a cost of approximately $1,190, and approved reimbursement for two new yard signs for the Bookmark The Park program. The committee also agreed to release a community survey on July 1 for about two weeks, and to partner with the Shepherdstown Public Library for a picnic at Morgan's Grove Park on July 17. No other substantive decisions were made; remaining items were informational or assigned for follow-up.

• Approved $1,190 replacement spring toy for Cullison Park (unanimous)
• Approved reimbursement for two Bookmark The Park yard signs (unanimous)
• Agreed to release community survey on July 1 for ~2 weeks
• Agreed to partner with library for July 17 picnic at Morgan's Grove Park
• Approved agenda and May 2021 minutes (no objections)

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review several applications, including site plans for a rear addition, fence installations, a business sign, and a boundary line adjustment. The commission will also discuss a proposed addition of a 'Stop Work Order' to the town code and receive reports from the president and planning and zoning staff.

• Site plan 21-20: Remove rear additions and add new story at 322 W. German Street
• Fence applications at 100 E. New St, 44 & 70 Shepherd Village Cir, and 110 Ray St
• Business sign display at 111 W. German St
• Boundary line adjustment of 2.5 ft at 202/204 E. German St
• Proposed addition of 'Stop Work Order' to Title 9, Section 9-905

Grants Committee

The Shepherdstown Grants Committee is meeting to discuss and potentially decide on grant applications, including those funded by the CARES Act and Community Development Block Grant. They will also consider adding committee members, gather community input on needs, and establish criteria for evaluating grant applications. The meeting is primarily for discussion and planning, with no final decisions listed on the agenda.

• Review of CARES Act and Community Block Grant funding applications
• Discussion on adding additional committee members
• Community input via email, survey, social media, town committees, departments, and listening sessions
• Establishing criteria for grant application consideration
• Discussion of next grant application

The Shepherdstown Grants Committee approved minutes from May 20 and June 2, with a non-substantive change to the latter. The committee agreed on revised criteria for recommending funding opportunities to the Town Council, which will approve all grant applications before submission. They also discussed several potential grants, including REAP, USDA, and CDBG-CV Round 3, and planned listening sessions with community groups.

• Approved minutes from May 20, 2021
• Approved minutes from June 2, 2021, with a non-substantive change
• Agreed to post a log of potential applications and funding/needs matches on the committee's web page
• Agreed to invite Shepherdstown Library and Historic Shepherdstown to upcoming listening sessions
• Agreed to revise and post criteria for determining pursuit of funding opportunities on the committee's web page

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will hold a regular meeting and public hearing to consider six applications for changes to historic properties, including a retroactive request for a mural. The agenda also includes administrative items such as approving previous minutes and discussing annual CLG training.

• Retroactive application for mural at 202 E. Washington Street
• Roof addition at 338 W. High Street
• Revised garage/shed and storm doors at 301 W. German Street
• Screen door replacements at 209 W. Washington Street
• Rear addition at 322 W. German Street

The Historic Landmarks Commission approved a roof extension for a porch at 338 W. High Street, contingent on the applicant submitting more detailed drawings. It also approved storm door and door-swing changes at 301 W. German Street, but tabled the proposed shed pending further research. Several other applications were approved, including screen doors, a mural, a rear addition, and a limestone pad replacement.

• Approved roof extension at 338 W. High Street, contingent on more detailed drawings.
• Approved storm doors and inward-swinging rear door at 301 W. German Street, with balcony door unchanged.
• Tabled shed discussion at 301 W. German Street pending research on Secretary of Interior Standards.
• Approved wood screen doors at 209 W. Washington Street.
• Approved existing mural at 202 E. Washington Street, with possible future grass addition.
• Approved two-story rear addition at 322 W. German Street, contingent on future porch railing plans.
• Approved limestone pad replacement at 100 W. New Street.

Town Council

The Shepherdstown Town Council will meet via Zoom on June 8, 2021, to consider suspending the open container ordinance for the Contemporary American Theater Festival (CATF), discuss updates on the website redesign and Welcome Center, and receive committee reports. No public hearings are scheduled. The agenda is largely routine, with most committee reports noting no recommendations.

• Suspension of open container ordinance for CATF
• Website redesign update – Draft RFP
• Shepherdstown Welcome Center update
• Shepherdstown Remote Worker Program update
• Train concerns and in-person meetings in Mayor's report

The Shepherdstown Town Council voted to suspend the open container ordinance for July 9, 16, 23, and 30, 2021, at the request of Peggy McKowen. The council also approved the minutes from the May 11, 2021 meeting. No other formal decisions were made; remaining items were informational updates or reports.

• Approved Town Council minutes of May 11, 2021 (no objections)
• Suspended open container ordinance for 7/9, 7/16, 7/23, & 7/30 (no objections)

Grants Committee

The Shepherdstown Grants Committee is meeting to discuss and potentially decide on grant applications, including CARES Act and Community Block Grant funding. They will also consider adding committee members, gathering community input, and selecting the next grant application to pursue.

• CARES Act / Community Block Grant funding grant applications
• Possible projects: historic preservation, library, museum, garbage truck, bike path, website
• Discussion on additional committee members and division of labor
• Community input methods: email, survey, social media, listening sessions
• Next grant application and committee name

The Shepherdstown Grants Committee tabled approval of the May 20 meeting minutes and discussed grant opportunities, including a listening session with Police Chief King. The committee prioritized several projects, including a garbage truck, tree inventory, and police equipment. It also voted to change its name to the Shepherdstown Grants Committee.

• Tabled approval of May 20, 2021 meeting minutes
• Prioritized projects: garbage truck, tree inventory, portable camera, cradlepoint system, civil disorder gear, AEDs, bike path, streaming equipment
• Changed committee name to Shepherdstown Grants Committee

Grants Committee

The committee is reviewing grant applications for CARES Act and Community Block Grant funding. Members are also discussing methods for gathering community input on potential projects such as historic preservation and a bike path.

• CARES Act / Community Block Grant funding grant applications
• Broadband Grant discussion
• Community input regarding needs (email, survey, social media)
• Listening session with Frank Welch, Andy Beall, and Fire Chief Morgan

The Shepherdstown Grants Committee met on May 20, 2021, and discussed various grant opportunities, including a possible grant to extend West High Street to University Drive, fire hydrant repairs, and a new garbage truck. No formal decisions were made; the committee only heard updates and suggestions from visitors. The next meeting is scheduled for June 2, 2021.

• Approved minutes of previous meeting (motion by Mary F., seconded by D.W.G.)
• No grant applications approved or denied
• No formal action taken on any project

Planning Commission

The Shepherdstown Planning Commission approved all four applications on the agenda, including a retroactive permit for a paver walkway and stairs at 204 S. King Street. The commission also approved a new staircase at 300 W. German Street, a second-floor addition at 124 & 126 W. German Street, and a second-story addition at 215 W. New Street. All votes were unanimous with no objections.

• Approved application 21-12 for pressure-treated stairs at 300 W. German Street (unanimous)
• Approved retroactive application 21-15 for paver walkway and steps at 204 S. King Street (unanimous)
• Approved application 21-17 for second-floor addition at 124 & 126 W. German Street (unanimous)
• Approved application 21-18 for second-story addition at 215 W. New Street (unanimous)

Town Council

The Shepherdstown Town Council is meeting virtually to discuss several ongoing projects, including an email list update, a website redesign draft RFP, the Shepherdstown Welcome Center, and the Remote Worker Program. They will also consider a request for a 4th of July parade event. No public hearings or unfinished business are scheduled.

• Website redesign update – Draft RFP
• Shepherdstown Welcome Center
• Shepherdstown Remote Worker Program
• 4th of July parade event request
• Approval of minutes from April 13 and April 20, 2021

The Shepherdstown Town Council held a routine meeting with no public hearings or unfinished business. The only substantive decision was not approving a July 4th parade request from Rotary; the council did not make a motion, so the parade will not occur, but a picnic will be held on July 4th at Morgan's Grove Park. All other items were informational updates or reports with no recommendations.

• Approved Town Council minutes of April 13, 2021 (motion by C. Stroech, second by J. Ford)
• Approved Special Town Council minutes of April 20, 2021 (motion by C. Roberts, second by J. Ford)
• Did not approve July 4th parade request; no motion made, picnic to proceed

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will hold a regular meeting and public hearing to consider 10 applications for changes to historic properties, including additions, renovations, and retroactive approvals. The meeting will be held via Zoom due to COVID-19.

• 21-12: Bryan & Cathy Gray, 300 W. German Street, add pressure-treated stairs
• 21-17: Walt Palmer, 124 & 126 W. German Street, construct second floor and 28'x28' addition
• 21-18: James Gatz, 215 W. New Street, add second story and enclose rear porch
• 21-19: Peggah Wilson & Mary Ellen Diaz, 202 E. Washington Street, retroactive mural application
• 21-14: Dolores & Paul Gregory, 209 W. Washington Street, replace and add screen doors

The Shepherdstown Historic Landmarks Commission approved six applications for changes to historic properties, including a stairway, awnings, a walkway, a porch replacement, and two second-story additions. One application was tabled because the applicants were not present. All approvals were unanimous.

• Approved 21-12: pressure-treated stairs at 300 W. German Street (unanimous)
• Approved 21-13: five-foot awning at 103 Shoe Lane (unanimous)
• Tabled 21-14: screen doors at 209 W. Washington Street (applicants absent)
• Approved 21-15: retroactive paver walkway at 204 S. King Street (unanimous)
• Approved 21-16: porch replacement at 216 W. German Street (unanimous)
• Approved 21-17: second-story addition at 124 & 126 W. German Street with 8 conditions (unanimous)
• Approved 21-18: second-story addition at 215 W. New Street (unanimous)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is holding a special meeting to discuss the Bookmark the Park event. The meeting will also include routine items such as approving the agenda and welcoming visitors.

• Discussion of Bookmark the Park event
• Next meeting scheduled for May 24, 2021

Grants Committee

The Shepherdstown Grants Committee is meeting to debrief on CARES Act and Community Block Grant applications, and to discuss new business including adding committee members, gathering community input, and exploring possible grant-funded projects such as historic preservation, a garbage truck, and a bike path.

• CARES Act / Community Block Grant funding applications debriefing
• Discussion of additional committee members and division of labor
• Community input via email, survey, social media, town committees
• Grant Watch database and Grants.gov
• Possible projects: historic preservation, humanities, garbage truck matching grant, bike path, website

The Shepherdstown Grants Committee met on May 6, 2021, and discussed improving its grant application process, including setting timelines, creating shared files, and establishing community partners. It noted interest from Melanie Jesteadt, Nancy Craun, and Matt Jividen in joining the committee, with Chris to contact Jividen. The committee scheduled a listening session for May 20, 2021, with Frank Welch, Andy Beall, and Fire Chief Ross Morgan, and encouraged community partners to email [email protected]. No formal decisions were made; actions were procedural or planning-oriented.

• Approved minutes from 03/30/21 (motion by Mary F., second by D.W.G.)
• Scheduled first listening session for May 20, 2021, 4pm at Town Hall with Frank Welch, Andy Beall, and Fire Chief Ross Morgan
• Agreed to create a Dropbox for file storage and a language/attachment bank for grant applications
• Noted interest from Melanie Jesteadt, Nancy Craun, and Matt Jividen in joining the committee; Chris to contact Jividen
• Agreed to decide division of labor on a case-by-case basis per application
• Encouraged community partners to contact [email protected] to discuss project ideas

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to approve the agenda and minutes from March, and to discuss unfinished business including updates on several parks, a community survey, and a Facebook page. New business includes planning a park clean-up cycle and future meeting topics.

• Bane-Harris Park sign replacement at Maiden Lane entrance
• Updates on Cullison, Rumsey, Viola Devonshire, and Riverfront parks
• Read Out in the Park program on hold due to pandemic
• Community survey discussion
• Park clean-up cycle planning

The Shepherdstown Parks and Recreation Committee approved a $225 contract with Davis Signs to replace the worn sign at the Maiden Lane entrance to Bane-Harris Park. The committee also discussed plans for a hand railing at Rumsey Monument, a community survey, and a possible return of the 'Read Out in the Park' program. No other formal decisions were made.

• Approved $225 sign replacement at Bane-Harris Park with Davis Signs (unanimous)
• Approved agenda (unanimous)
• Approved minutes from March 24, 2021 (unanimous)

Public Works Committee

The Public Works Committee will review property maintenance violations, including a pending demolition application for 332 W. German Street, and discuss ongoing issues like trash in alleys, street paving projects, and garbage rates. The meeting also covers updates on LED lighting and a street light fund for Sage Place.

• Demolition application for 332 W. German Street pending HLC approval
• Violation notices for 105 Ray Street, 322 W. German St., and 349 W. German St.
• Paving complaint on W. High St. – letter sent to owner
• Garbage rates discussion at a special meeting
• LED lighting at intersections (Post Office and German St. & King St.)

Planning Commission

The Shepherdstown Planning Commission approved the location of a new house and garage for Lot 138, W. High Street, with adjusted side yard setbacks, but denied the construction itself because the lot does not meet minimum buildable area and width requirements. The commission also approved a detached garage at 204 N. Mill Street and a garden shed at 214 W. German Street, both meeting all zoning requirements. All votes were unanimous.

• Approved location of new house and garage on Lot 138, W. High Street with adjusted side yard setbacks (unanimous)
• Denied construction of new house and garage on Lot 138, W. High Street per section 9-508 (unanimous)
• Approved detached garage at 204 N. Mill Street (unanimous)
• Approved 8' x 10' garden shed at 214 W. German Street (unanimous)

Town Council

The Shepherdstown Town Council is meeting via Zoom to approve minutes, hear a visitor presentation on the Shepherdstown Remote Worker Program, and discuss old business including a website redesign RFP, the Visitor's Center, and CARES Act CDBG application. Committee reports are mostly procedural with no recommendations, but the Water and Sanitary Board and Historic Landmarks Commission have reappointment recommendations.

• Danny Twilley presentation on Shepherdstown Remote Worker Program
• Website redesign update – Draft RFP
• CARES Act Community Development Block Grant Coronavirus Response application submitted March 31, 2021
• Water Board reappointments: Sue Kemnitzer, John Bresland, Mike Godfrey; Sanitary Board: Bob Keller (3-year terms)
• Historic Landmarks Commission appointment: Dr. Keith Alexander (3-year term)

The Shepherdstown Town Council approved CATF events behind the library with COVID restrictions and insurance, and a birthday celebration for Margaret Alcott. It also approved appointments to the Historic Landmarks Commission and Water/Sanitary Boards. No other substantive decisions were made.

• Approved CATF events behind the library with COVID restrictions and insurance certificate (unanimous)
• Approved birthday celebration for Margaret Alcott in front of town hall (unanimous)
• Approved Keith Alexander's 3-year term on Historic Landmarks Commission (unanimous)
• Approved reappointments of Sue Kemnitzer, John Bresland, Mike Godfrey to Water Board (unanimous)
• Approved reappointment of Bob Keller to Sanitary Board (unanimous)

Personnel Committee

The Shepherdstown Personnel Committee is meeting to discuss several personnel-related items, including opening Town Hall during lunch, reviewing the Employee Handbook, department training, term limits, and the town manager position. The agenda is mostly a list of discussion topics without detailed proposals or decisions.

• Open Town Hall during lunch
• Review Employee Handbook
• Training for individual departments
• Term Limits
• Town Manager

The Shepherdstown Personnel Committee met and discussed several topics but made no formal decisions. They agreed to research keeping Town Hall open during lunch, review the employee handbook, gather training needs from department heads, and explore longer council terms and a potential Town Manager role. All items are for future recommendation to Council.

• Agreed to research Town Hall lunch-hour policies in local towns (Ranson, Bolivar, Charlestown, Harpers Ferry)
• Agreed to review the employee handbook over upcoming months, with input from department managers
• Agreed to ask department heads about staff training needs and current practices
• Agreed to research pros and cons of longer council terms (3-4 years) and staggered elections
• Agreed to explore pros and cons of hiring a Town Manager, including job descriptions from other towns

Grants Committee

The Shepherdstown Grants Committee is meeting to give final consideration to CARES Act and Community Block Grant funding applications. This is the last step before funding decisions are made.

• Final consideration of CARES Act funding applications
• Final consideration of Community Block Grant funding applications

The Shepherdstown Grants Committee met via Zoom and finalized CARES Act/Community Block Grant funding applications, determining they were ready to submit. They agreed to proceed despite a SAM.gov issue, and the applications will be posted on the town website. The meeting was brief and procedural, with no votes recorded.

• Finalized CARES Act/Community Block Grant applications for submission
• Agreed to move forward with submission despite SAM.gov issue
• Grant applications to be posted on website

Town Council

This special meeting is dedicated to discussing collaboration between the Shepherdstown Visitors Center and the Jefferson County Convention & Visitors Bureau, and to voting on the allocation of Shepherdstown's Hotel/Motel Tax revenue. The only action item is the allocation vote.

• Vote on allocation of Hotel/Motel Tax revenue
• Discussion of collaboration with Jefferson County Convention & Visitors Bureau

The Town Council voted to allocate 50% of the hotel/motel tax to the Jefferson County Convention & Visitors Bureau and 50% to the town's Parks & Rec, effective January 1, 2021, with the Finance Committee tasked to allocate the town's share. The council also approved the Memorandum of Understanding and Interim Welcome Center Funding Agreement between the Shepherdstown Visitors Center and the CVB, which includes a lease for a new visitors center space. Both motions passed with no objections noted. The meeting was held via Zoom and adjourned at 11:55 a.m.

• Approved allocating 50% of hotel/motel tax to the CVB and 50% to Parks & Rec, effective January 1, 2021, with Finance Committee tasked to allocate the town's share.
• Approved the MOU and Interim Welcome Center Funding Agreement between Shepherdstown Visitors Center, Inc. and Jefferson County Convention & Visitors Bureau, Inc.
• Adjourned the meeting at 11:55 a.m.

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss unfinished business, including updates on several parks and the Read Out in the Park program, which is on hold due to the pandemic. They will also consider new business such as a park clean-up cycle and future meeting topics. The agenda is largely procedural, with no major decisions or financial items listed.

• Updates on Bane-Harris, Cullison, Rumsey, Viola Devonshire, and Riverfront parks
• Read Out in the Park program on hold due to pandemic
• Discussion of Parks & Rec. Facebook page
• Community survey update
• Park clean-up cycle as new business

The Shepherdstown Parks and Recreation Committee approved a date for a Bane-Harris Park clean-up and allowed Sage Place/Shepherd Village residents to help clean Viola Devonshire Park. The committee also approved the agenda and February minutes, and discussed routine park reports. No other substantive decisions were made.

• Approved the agenda for the March 23, 2021 meeting.
• Approved the minutes from the February 23, 2021 meeting.
• Approved setting a date in early April for a Bane-Harris Park clean-up, contingent on Lori's schedule.
• Approved allowing Sage Place/Shepherd Village residents to help clean Viola Devonshire Park alongside the committee.
• Scheduled a Bane-Harris Park clean-up for April 17, 2021 at 10:00 a.m., with a rain date of April 18, 2021.

Public Works Committee

The Shepherdstown Public Works Committee meets to review property maintenance code violations, discuss street paving and repair projects, and consider garbage rates and recycling grants. The agenda includes updates on several properties with violation notices and a pending demolition application.

• Property maintenance violations at 332, 322, 349 W. German St., 105 Ray St., and 107 Ray St.
• Demolition application for 332 W. German St. pending HLC approval
• Paving of driveway on W. High St. — letter sent to owner, deadline April 15, 2021
• Garbage rates special meeting to be scheduled
• LED lights: 2 placed, waiting on First Energy contract approval

The Public Works Committee approved January minutes and reviewed ongoing property maintenance cases, with deadlines to be imposed. It discussed a recycling grant for a new glass truck, scheduled a special meeting for April to consider garbage rate increases, and noted LED light installations for comparison.

• Approved January 2021 minutes
• Set April 15 deadline for driveway paving on W. High St.
• Scheduled special meeting in April to discuss garbage rate increase
• Applied for recycling grant for new glass truck (in progress)

Planning Commission

The Shepherdstown Planning Commission is holding a regular meeting and public hearing to discuss and potentially decide on a project permit fee schedule review, including comparisons and a proposed fee structure. They will also continue work on the Route 45 Corridor Vision Plan, which began with a February kick-off meeting. The agenda includes routine items like approving previous minutes and reports from the president and planning staff.

• Project Permit Fee Schedule Review: current fee schedule, proposed categories and fees, and comparisons
• Route 45 Corridor Vision Plan: continuing discussion following February kick-off meeting
• Public hearing held as part of the meeting
• Planning & Zoning Report to include HLC actions on projects not reviewed by the Planning Commission

The Shepherdstown Historic Landmark's Commission approved applications for a backyard structure restoration (21-04), window alterations (21-06), and shutters for Lost Dog Coffee (21-08), all unanimously. A new home and garage construction at Lot 138 W. High Street (21-07) was tabled pending more detailed elevation drawings. The commission also recommended Dr. Keith Alexander for membership.

• Approved restoration of accessory structure at 213 W. High Street (21-04) unanimously
• Approved window alterations at 202 E. German Street (21-06) unanimously
• Tabled new home and garage construction at Lot 138 W. High Street (21-07) pending elevation drawings
• Approved historically accurate shutters for Lost Dog Coffee at 134 E. German Street (21-08) unanimously, contingent on completion within 30 days
• Recommended Dr. Keith Alexander for HLC membership

Town Council

The Shepherdstown Town Council meets via Zoom to handle routine business, including approving minutes and hearing public comment. They will discuss unfinished items like the website redesign draft RFP and a CARES Act Community Development Block Grant application due March 31, plus new business on a Farmer's Market event request. The Finance Committee will present recommendations on a budget levy estimate and a contribution to the Jefferson County Historic District Landmarks Commission Endowment Fund.

• CARES Act Community Development Block Grant Coronavirus Response application due March 31, 2021
• Website redesign update – Draft RFP
• Contribution to Jefferson County Historic District Landmarks Commission Endowment Fund
• 2021-2022 Budget Levy Estimate for WV State Auditor's Office
• Farmer's Market event request

The Shepherdstown Town Council approved the Farmers Market for 2021 with COVID protocols, the 2021-2022 Budget Levy Estimate, and a $1,500 contribution to the Jefferson County Historic District Landmarks Commission Endowment Fund. The council also discussed the CARES Act grant application, website redesign costs, and an email list policy. No other substantive decisions were made; the meeting was procedural and adjourned at 7:10 p.m.

• Approved the Farmers Market from 3/28/21 to 12/19/21 with COVID protocols (masks, capacity limits, foot traffic flow).
• Approved the $1,500 contribution to the Jefferson County Historic District Landmarks Commission Endowment Fund.
• Approved the 2021-2022 Budget Levy Estimate for the WV State Auditor's Office (working document).
• Approved the Town Council minutes of February 11, 2021.

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will hold a regular meeting and public hearing on March 8, 2021, to consider four applications for work on historic properties. These include a new home and garage, a window alteration, a restoration, and shutter installation. The meeting will be held in person and via Zoom due to COVID-19.

• 21-07: Tom & Linda Sanders, Lot 138 W. High Street - construction of new home and detached garage
• 21-06: Peter & Alice Chakmakian, 202 E. German Street - alteration of two window sets, replacing one with stained glass and removing the other
• 21-04: Karene Motivans & Stuart Wallace, 213 W. High Street - restoration of outdoor accessory structure with lean-to addition
• 21-08: Garth Janssen (Lost Dog Coffee), 134 E. German Street - installation of historically accurate shutters
• New Member Motion - Dr. Keith Alexander

Finance Committee

The Shepherdstown Finance Committee recommended Town Council approve a $1,500 contribution to the Jefferson County Historic Landmarks Commission endowment fund, which provides 50% matching grants for nationally registered homes in the historic district. The committee also recommended approval of the 2021-2022 levy budget (general and coal severance), which includes a 2% staff wage increase. A COVID Community Block Grant application for food and housing assistance was discussed, with a public hearing scheduled for March 6, 2021, but no action was taken.

• Recommended $1,500 contribution to Historic Landmarks Commission endowment (unanimous)
• Recommended 2021-2022 levy budget approval (unanimous)
• Approved minutes of previous meeting (unanimous)
• Adjourned meeting at 10:50 a.m. (unanimous)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to approve the agenda and minutes, and to discuss unfinished business including updates on several parks and the Read Out in the Park program, which is on hold due to the pandemic. They will also review park maintenance check-ups from December through February and consider future meeting topics.

• Bane-Harris Park update by C. Roberts
• Cullison Park update by L. Potter-Saum
• Rumsey Park update by N. Tully
• Viola Devonshire Park update by L. Robertson
• Riverfront Park update by J. Haynes

The Shepherdstown Parks and Recreation Committee met via Zoom and heard reports on park conditions, all with light usage and no major issues. They discussed replacing a broken teeter-totter at Cullison Park, noting available budget funds, but took no formal action. They also planned a resident survey and discussed future park improvements.

• Approved agenda (unanimous)
• Approved minutes from November 24, 2020 (unanimous)
• Discussed replacing broken teeter-totter at Cullison Park, no action taken
• Planned to create resident survey for park usage (draft by E. Kallas)
• Adjourned at 6:43 PM (unanimous)

Planning Commission

The Shepherdstown Planning Commission is reviewing two new applications regarding a structure restoration at 213 W. High Street and a business sign installation at 114 E. German Street. The meeting also includes reports on the Historic Landmarks Commission and administrative matters.

• Application 21-04: Restoration of outdoor accessory structure with addition at 213 W. High Street
• Application 21-05: Installation of a 4.5 square foot business sign at 114 E. German Street

The Shepherdstown Planning Commission approved two new applications at its February 22, 2021 meeting. Application 21-04, a restoration of a small outdoor accessory structure with a lean-to addition at 213 W. High Street, was approved unanimously. Application 21-05, a 4.5 square foot business sign on a new iron bracket at 114 E. German Street, was also approved unanimously. The commission also discussed a County Planning Commission meeting regarding a proposed Sheetz on state route 45, but took no action on it.

• Approved application 21-04 for accessory structure restoration at 213 W. High Street (unanimous)
• Approved application 21-05 for business sign at 114 E. German Street (unanimous)
• Approved minutes from 1/18/2021 regular meeting (unanimous)
• Adjourned at 6:36 p.m. (unanimous)

Public Works Committee

The Public Works Committee will review property maintenance code violations, including several on German Street and Ray Street, and discuss ongoing paving projects, trash cleanup, recycling grants, and garbage rates. The agenda includes updates on the train station and a special meeting on garbage rates.

• Violation notices issued until March 15, 2021 for 105 Ray Street, 322 W. German St., and 349 W. German St.
• Paving of driveway on W. High St. due to neighbor complaints
• Washington Street partly paved; handicap corners to be installed before paving in spring
• German Street paving from Princess to Mill Street planned
• Garbage rates special meeting to be held; glass recycling discussion

Town Council

The Shepherdstown Town Council is meeting virtually to discuss several administrative items, including an email list policy update, a website redesign draft RFP, a collaboration framework for the Visitors Center, and a CARES Act Community Development Block Grant application due March 12, 2021. The agenda includes committee reports and a mayor's report on COVID-19, but no public hearings or unfinished business are scheduled.

• Email list policy update
• Website redesign update – Draft RFP
• Shepherdstown Visitors Center – Collaboration Framework
• CARES ACT – Community Development Block Grant Coronavirus Response – Application due March 12, 2021

The Shepherdstown Town Council approved moving forward with two CARES Act grant applications: one to support food pantry operations and another for emergency rental and utility assistance, with the latter referred to the Finance Committee and two public hearings planned. The council also discussed a proposed collaboration framework between the Shepherdstown Visitors Center and the Jefferson County Convention & Visitors Bureau, which would reallocate occupancy tax funds (50% to CVB, 20% to SVC), but deferred a vote to the March meeting. No other substantive decisions were made; the meeting was largely procedural.

• Approved motion to proceed with both CARES Act grant applications (unanimous)
• Referred rental/utility assistance grant application to Finance Committee
• Included two public hearings for the grant committee
• Deferred vote on Visitors Center collaboration framework to March meeting

Grants Committee

The Shepherdstown Grants Committee is holding a special meeting to discuss CARES Act and Community Development Block Grant funding. The agenda includes a call to order, visitor comments, and new business, with the primary item being the funding discussion. No decisions are listed on the agenda; the meeting is for discussion only.

• Discussion regarding CARES Act funding
• Discussion regarding Community Block Grant funding

The Shepherdstown Grants Committee held a preliminary discussion about COVID relief funding from the CARES Act and Community Block Grants. They considered a potential grant for the food pantry, which serves 29 town residents, and discussed a possible housing grant administered by Shepherdstown Shares, but no formal decisions were made. The committee decided not to apply for an Emergency Services Grant at this time.

• Decided not to apply for Emergency Services Grant
• Discussed potential food pantry grant, no action taken
• Discussed potential housing grant, no action taken

Public Works Committee

The Shepherdstown Public Works Committee is meeting to discuss ongoing property maintenance code enforcement, including violations at several German Street properties, trash cleanup in alleys, and updates on street paving and improvement projects. They will also hear reports on a recycling grant application, train station rain gutter installation, and LED light placement.

• Property maintenance code update and reports on violations at 332, 322, and 338 W. German St., and 105 Ray St.
• Trash in alleys: ongoing cleaning and contacting property owners
• Train Station: rain gutters to be installed Jan. 25, 2021; rain gardens completed
• Recycling grant for glass garbage truck: application planned in 2021
• Street projects: Washington St. paving with handicap corners, German St. paving from Princess to Mill St., Princess St. dip assessment, Duke St. water problem, crosswalk decal redo

The Public Works Committee approved the November 2020 minutes and discussed ongoing property maintenance issues, including a new violation notice for 332 W. German St. after an engineering report deemed the building unsalvageable. Plans were noted for LED light installations at two intersections, a recycling grant application for a new glass truck, and a possible future garbage rate increase. No formal votes were taken on these items.

• Approved November 23, 2020 minutes as submitted
• Issued new violation notice for 332 W. German St. after engineering report found building unsalvageable
• Noted plan to install LED lights at Church & German and Sage Place & German intersections, pending contract with First Energy
• Noted plan to apply for recycling grant for new glass recycling truck in 2021
• Discussed possible garbage rate increase for future meeting

Planning Commission

The Shepherdstown Planning Commission tabled application 21-02 for construction of half a duplex on Lot 19 of Sage Place, as it would constitute a single-family detached home not approved for the lots. The commission approved application 21-03 for a sign at 130 E. German Street, with the condition that the bracket be anchored to mortar and patched if removed. No other substantive decisions were made.

• Tabled application 21-02 for half-duplex construction on Lot 19, Sage Place (unanimous)
• Approved application 21-03 for a sign at 130 E. German Street, with mortar anchoring condition (unanimous)

Town Council

The Shepherdstown Town Council is meeting to consider adopting amendments to the water system tariff, which sets rates for all water users. The agenda also includes updates on an email list policy, a website redesign draft RFP, and a grant committee, plus a request from the Shepherdstown Public Library for an event. Most committee reports indicate no December meetings and no recommendations.

• Second reading and adoption of ordinance amending water tariff for all users
• Email list policy update
• Website redesign update – Draft RFP
• Event request from Shepherdstown Public Library
• Planning Commission recommendation: appointment of new member

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission is holding its regular monthly meeting and public hearing, accessible via Zoom due to COVID-19. The main business is consideration of three new applications for changes to historic properties: a roof replacement, a deck railing modification, and a barber pole installation. The agenda also includes standard items like approving previous minutes and a workshop session.

• Application 21-01: Benjamin Bankhurst, 106 W. Washington Street — replace deteriorated slate shingle roof with standing seam metal
• Application 20-55: Chris & Ebonee Helmick, 314 W. German Street — addendum to use wrought iron deck railing instead of previously approved wood
• Application 20-61: Morgan Kwolek DBA Lucky's Barbershop, 118 E. German Street — mount 22" tall barber poll on building face (owner: John Christman)
• Workshop items listed: 134 E. German Street shutters and Fortuna screened porch

The Historic Landmarks Commission approved three applications: a modified railing for 314 W. German St., a barber pole for Lucky's Barbershop at 118 E. German St., and a standing seam metal roof replacement for 106 W. Washington St. The commission also discussed shutters at 134 E. German St., reaffirming a prior denial and requiring a new application or removal within 45 days.

• Approved modified application #20-55 for wrought iron deck railing at 314 W. German St. (unanimous)
• Approved application #20-61 for a barber pole at 118 E. German St. (unanimous)
• Approved application #21-01 for standing seam metal roof at 106 W. Washington St., contingent on guidelines (unanimous)
• Reaffirmed denial of application #20-57 for shutters at 134 E. German St.; owner must submit new application or remove shutters within 45 days