Shepherdstown public meetings in 2022

Town Council

The council approved first readings of three ordinances: two prohibit driveways that cross public sidewalks (grandfathering existing ones), and one updates the project permit fee schedule for the first time in 10 years. The council also voted to accept evogov for a town website redesign and authorized the mayor to sign the contract. No final decisions were made on short-term rental regulations or Market House repairs, with those items continued to future meetings.

• Approved first reading of ordinance re-enacting Section 9-207 to prohibit driveways crossing public sidewalks (unanimous)
• Approved first reading of ordinance re-enacting Section 11-405 to prohibit driveways crossing public sidewalks (unanimous)
• Approved first reading of ordinance updating Section 9-902 project permit fee schedule (unanimous)
• Approved recommendation of evogov for town website redesign and authorized mayor to sign contract (unanimous)

Personnel Committee

The Shepherdstown Personnel Committee is meeting to consider a revised job description for the Town Administrator position. A vote is required on the recommendation. The agenda is otherwise procedural, with no other substantive items listed.

• Revised Town Administrator job description (vote required)

The Shepherdstown Personnel Committee voted unanimously to recommend a revised Town Administrator job description to the Town Council. The committee also agreed to meet on the third Wednesday of each month at 5:30 p.m. No other substantive decisions were made.

• Recommended revised Town Administrator job description to Town Council (unanimous)
• Agreed to hold monthly Personnel Committee meetings on the third Wednesday at 5:30 p.m.

Water and Sanitary Board

The Shepherdstown Water and Sanitary Boards met jointly on December 1, 2022, and heard presentations from Clean Water West Virginia, Jefferson County Board of Education, and the County Health Department on COVID wastewater testing. No formal votes were taken on these items; the COVID testing proposal was forwarded to a special Sewer Board meeting. The boards also reviewed financial statements, received operational updates, and discussed PFAS regulations, assigning research action items.

• Approved minutes of October 27, 2022 (unanimous)
• Forwarded COVID wastewater testing proposal to special Sewer Board meeting for decision
• Assigned action item to Mayor Auxer to train board members on financial statements
• Assigned action item to S. Kemnitzer to research public engagement on PFAS
• Assigned action item to J. Bresland and M. Godfrey to research PFAS further
• Scheduled special Sanitary Board meeting for December 8, 2022 at 1:00 pm

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss ongoing park projects, including playground mulch, pickleball court space, playground equipment replacement, walking path updates, and a commemorative bench. The agenda includes unfinished business items and a report on a recent Town Hall meeting about the Market House. No new business is listed.

• Bane-Harris Park: mulch in playground area and pickleball space sub-committee research
• Cullison Park: playground equipment replacement (Spring-Toy) and walking path update
• Rumsey Park: commemorative bench (Shep Shares/Ethan Fisher)
• Viola Devonshire Park: pickleball proposal
• Market House: Town Hall meeting held November 17

The Shepherdstown Parks and Recreation Committee met on November 29, 2022, and approved the agenda and the minutes from the October 25 meeting. No substantive decisions were made; the meeting consisted of progress reports on park projects, including mulch installation, playground equipment, and a walking path, plus a year-in-review of the Bookmark the Park program.

• Approved meeting agenda (unanimous)
• Approved October 25, 2022 minutes (unanimous)
• Adjourned meeting (unanimous)

Public Works Committee

The committee approved minutes from the previous meeting and discussed ongoing issues including property maintenance violations, alley trash cleanup, and a future recycling grant application. Road projects by WVDOH were reviewed, with several improvements planned for 2023. No formal decisions were made beyond approving the minutes.

• Approved Oct. 24, 2022 meeting minutes

Town Council

The council approved using ARPA funds for a $355K sewer press replacement, adopted an ordinance accepting a real property donation, and approved the Christmas in Shepherdstown event. A budget revision and TEVA opioid settlement documents were also approved. No votes were opposed on any action.

• Approved ARPA funds for sewer plant improvement ($355K press plus installation) (unanimous)
• Adopted ordinance accepting donation of real property (unanimous)
• Approved Christmas in Shepherdstown event (unanimous)
• Approved General Fund Budget Revision #1 (unanimous)
• Approved signing of TEVA Pharmaceutical settlement documents (unanimous)
• Approved amendment to 11-405 Driveways across sidewalks (unanimous)
• Approved Town Council minutes of October 11 and November 1, 2022 (unanimous)

Water and Sanitary Board

The boards approved prior meeting minutes and discussed several financial and operational items. The water distribution project cost increased by approximately $150,000 to a total of $735,000 due to Army Corps of Engineers administrative costs and required environmental reports. No formal votes were taken on substantive matters; most items were discussions or action items for future meetings.

• Approved minutes of October 5, 2022 meeting as submitted
• Discussed water distribution project cost increase to $735K due to ACE admin costs ($100K) and environmental reports ($51K)
• Deferred discussion on confusing billing statement titles to staff for recommendation
• Deferred review of sewer billing-plant item validity to next meeting
• Deferred accounting method for membrane replacement costs to D. Decker's advice
• Noted water balance sheet report date error to be corrected by staff
• Discussed PFAS testing with USGS as a future action
• Noted low-bidder reneged on vehicle purchase; staff exploring used-vehicle market

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss ongoing park projects and new proposals. Items include tree replacement and mulch at Bane-Harris Park, playground equipment replacement at Cullison Park, pickleball space proposals at two parks, and a commemorative bench request. The meeting is open to visitors.

• Tree replacement discussion at Bane-Harris Park
• Playground equipment replacement at Cullison Park
• Pickleball space proposals at Bane-Harris and Viola Devonshire Parks
• Commemorative bench request for Rumsey Park
• Little Free Library presentation for Bane-Harris and Viola Devonshire Parks

The Shepherdstown Parks & Recreation Committee voted to forego a replacement tree at Bane-Harris Park due to space and safety concerns, and unanimously approved the donation of a memorial bench for Ethan Fischer at Rumsey Park. A new Pickle Ball subcommittee was formed to research court placement, including at Viola Devonshire Park. The committee also noted the installation of Little Free Libraries at two parks and the upcoming replacement of playground equipment at Cullison Park.

• Approved motion to inform Town Council that committee prefers to forego a replacement tree at Bane-Harris Park (unanimous)
• Approved creation of a Pickle Ball subcommittee to research issues and present a proposal (unanimous)
• Approved donation of a memorial bench for Ethan Fischer to be placed in Rumsey Park (unanimous)
• Approved agenda as presented (unanimous)
• Approved minutes of September 27, 2022 as corrected (unanimous)

Public Works Committee

The Public Works Committee approved a driveway ordinance (Title 9 and Title 11) on a motion by Chris, seconded by Marty. They discussed ongoing street repairs on Washington, German, and Princess Streets, with paving planned for 2023. Trash and grass issues in alleys are improving, with draft ordinance revisions expected for November. The committee also reviewed a Market House estimate needing ADA and electrical inspections, and discussed stormwater proposals for St. Agnes Catholic Church and Shepherd Village.

• Approved minutes of Sept. 26, 2022, on motion by Chris, seconded by Marty.
• Approved driveway ordinance (Title 9 and Title 11) on motion by Chris, seconded by Marty.
• Removed resolved items from agenda: 110 W. Washington St. violation, grate/drainage at Mill & German Streets, and orange corner plates on handicap corners.
• Unanimously rejected DOH request to replace brick sidewalk with concrete on Washington Street; will confer with Jay Hurley for available brick.
• Discussed but took no action on recycling grant for garbage truck (glass), to apply in 2023.
• Discussed but took no action on Market House estimate; needs ADA and asbestos inspection.
• Discussed but took no action on stormwater proposals for St. Agnes Church and Shepherd Village; staff to contact church.
• Discussed but took no action on utility lines hanging from poles; CPS to get utility agreements.

Finance Committee

The committee voted unanimously to recommend $20,000 from the Hotel/Motel Tax Fund for the Cullison Park walking path, and to allocate the second ARPA installment for replacing the sewer press. A motion to refer the proposed Town Administrator salary range ($75,000–$85,000) to staff for a cost-sustainability report also passed unanimously.

• Approved $20,000 from Hotel/Motel Tax Fund for Cullison Park Walking Path (unanimous)
• Approved allocation of second ARPA installment for sewer press replacement (unanimous)
• Referred Town Administrator salary range ($75,000–$85,000) to staff for cost and sustainability report (unanimous)

Personnel Committee

The Shepherdstown Personnel Committee is meeting to discuss and set a salary range for the Town Administrator position, which will be forwarded to the Finance Committee. The agenda includes routine items such as approving minutes and public comment, but the main item of business is the salary range.

• Salary range for Town Administrator to be sent to Finance Committee

Grants Committee

The Shepherdstown Grants Committee is meeting to discuss updates on the CDBG grant and AED grants, and to consider the grant application process. The agenda includes approval of previous minutes and setting the next meeting date.

• CDBG Grant Update – status review
• AED Grants Update – thank you letter discussion
• Grant application process discussion

The Shepherdstown Grant Committee approved minutes from May 10, 2022, and discussed updates to the CDBG grant (extended to May/June 2023) and AED grant. The committee reviewed, discussed, and edited a Uniform Grants Management Policy, with plans to revise and circulate a draft, hold a public meeting in November, and eventually refer the policy to the town council for a vote. No final decisions were made on the policy.

• Approved minutes from May 10, 2022 (unanimous)
• Extended CDBG grant program to expire May or early June 2023 (discussed, no vote recorded)
• Reviewed and edited Uniform Grants Management Policy (no vote, next steps outlined)

Town Council

The Shepherdstown Town Council approved the second reading of a garbage rate ordinance, accepted a donation of real property (Lot 1 on Mill St.), and increased the monthly donation to the Shepherdstown Public Library from $900 to $1800. They also accepted a bid for the Cullison Park walking path, contingent on Finance Committee approval of remaining funds. No other substantive decisions were made.

• Approved second reading of garbage rate ordinance (unanimous)
• Accepted donation of real property (Lot 1, Mill St.) (unanimous)
• Increased Shepherdstown Public Library monthly donation to $1800 (unanimous)
• Accepted Capitol Flexi-Pave bid for Cullison Park walking path at $47,680.98 (unanimous)
• Approved Cullison Park walking path project contingent on Finance Committee funding (unanimous)

Water and Sanitary Board

The Water and Sanitary Boards approved the water and sewer budgets as presented, with the understanding that the sewer budget may need adjustment pending a Public Service Commission (PSC) ruling on using cash working capital reserve (CWCR) funds for membrane replacement. A sewer rate increase of 22.5% ($270K) is required to meet PSC requirements, but no rate increase was voted on. The boards also approved a form for reducing water meter size with minor wording changes and authorized proceeding with a PSC report.

• Approved sewer budget as presented (Sanitary Board, unanimous)
• Approved water budget as presented (Water Board, unanimous)
• Authorized D. Decker to proceed with generating PSC report (unanimous)
• Approved usage of water meter size reduction form with changes suggested by R. Keller (unanimous)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss ongoing park maintenance and improvement projects, including tree replacement at Bane-Harris Park, playground equipment replacement at Cullison Park, and a potential grant for a new public restroom. The committee will also hear updates on walking paths and a recent book event.

• Tree replacement discussion at Bane-Harris Park
• Playground equipment replacement at Cullison Park
• Flexi-Path bid openings report for walking path
• Possibility of new grant for public restroom
• Possibility of seating behind Market House at Library Park

The Shepherdstown Parks and Recreation Committee voted unanimously to accept the bid from Capitol Flexi-Pave for a walking path at Cullison Park and forward it to the Budget and Finance Committee and/or Town Council. They also discussed tree replacement, mulch installation, and a potential grant for public restrooms. No other substantive decisions were made; several items were deferred to future meetings.

• Approved Capitol Flexi-Pave bid for Cullison Park walking path (unanimous)
• Forwarded Flexi-Path bid to Budget and Finance Committee and/or Town Council
• Discussed tree replacement at Bane-Harris Park (no action taken)
• Discussed mulch installation at Bane-Harris Park and Viola Devonshire Park (pending mulch delivery)
• Noted pickleball court request for future agenda (no decision)
• Moved November meeting to November 29, 2022

Public Works Committee

The committee heard a proposal for a stormwater evaluation but took no action, deferring it until the written proposal is circulated. They also approved the August 30, 2022 minutes and discussed various property maintenance and infrastructure issues, with no other formal decisions made.

• Approved August 30, 2022 minutes (unanimous)
• Deferred stormwater evaluation proposal to future meeting
• Discussed property maintenance violations at 349 W. German St. and 110 W. Washington St.
• Planned to purchase more large trash bins for behind Betty's
• Scheduled committee inspection of Market House for 10/6 at 9am
• Scheduled sidewalk training for three Thursdays in December

Finance Committee

The Finance Committee voted unanimously to recommend that the Town Council increase the monthly donation to the Shepherdstown Public Library by an additional $900, starting September 2022, bringing the total to $1,800 per month. The committee also reviewed an inventory list but took no action on it.

• Recommended increasing library donation by $900/month to $1,800 total (unanimous)
• Reviewed inventory list; no action taken

Grants Committee

The Shepherdstown Grants Committee is meeting to discuss updates on the CDBG grant and AED grants, and to consider the grant application process. The agenda includes approval of previous minutes and setting the next meeting date.

• CDBG Grant Update – status
• AED Grants Update – thank you letter
• Grant application process discussion

The committee reviewed and discussed the Uniform Grants Management Policy, agreeing to hold additional meetings to revise it before seeking input from A. Beall and others, then Town Council approval and attorney review. No final decisions were made on the policy. The committee also addressed updates on the CDBG and AED grants, including follow-up actions.

• Agreed to hold multiple meetings to revise the Uniform Grants Management Policy, then invite A. Beall and others to comment, then Town Council review and approval, then attorney review
• Scheduled next meeting for October 6, 2022 at 2pm via Zoom to continue policy review
• C. Stroech to inquire about including a notice and information on the AED grant with M. Amerikaner
• C. Stroech to share the committee's memo and Shepherdstown Age-Friendly document with the new Comprehensive Plan committee

Personnel Committee

The Shepherdstown Personnel Committee is meeting to handle routine procedural items and unfinished business. The main topics are reviewing the Employee Handbook based on the Clerk's suggestions, discussing training for individual departments, getting an update on term limits pending guidance from the town attorney, and reviewing the Town Administrator's job description duties based on research.

• Review Employee Handbook based on Clerk's suggestions
• Discuss training for individual departments
• Update on term limits — awaiting guidance from town attorney
• Review Town Administrator job description duties

The Shepherdstown Personnel Committee approved recommending inclusion of a Tobacco Use Policy in the revised Employee Handbook, pending town attorney review. The committee also discussed and proposed changing council, mayor, and recorder terms from two to four years with staggered elections, and reviewed a Town Administrator job description with a proposed salary range of $75,000–$85,000. No final decisions were made on term length or the administrator position; both require further review by the town attorney and/or Finance Committee.

• Approved inclusion of Tobacco Use Policy in Employee Handbook, pending town attorney review (motion by Haynes, second by Rampy)
• Approved minutes from July 16, 2022 meeting (motion by Amerikaner, second by Robertson)

Planning Commission

The Shepherdstown Planning Commission approved four new applications and one previously approved application with a location adjustment. All votes were unanimous. The commission also approved volunteer applicants for the Comprehensive Plan Review Steering Committee.

• Approved relocation of previously approved garage at 204 & 206 N. Mill Street (unanimous)
• Approved porch extension at 322 W. German St. (unanimous)
• Approved storage building at 333 W. German St. (unanimous)
• Approved solar array at 32 Shepherd Village Circle (unanimous)
• Approved cluster mailboxes in Sage Place Common Area (unanimous)
• Approved volunteer applicants for Comprehensive Plan Review Steering Committee (unanimous)

Town Council

The Shepherdstown Town Council approved the first reading of a garbage ordinance updating the rate schedule. The council also approved the Christmas Parade date and street closures, and appointed Edith Thompson to the Historic Landmarks Commission. Public comment included objections to a proposed walking path in Cullison Park.

• Approved first reading of garbage ordinance Section 11-612 (unanimous)
• Approved Christmas Parade on Dec. 3, 2022 with street closures (unanimous)
• Appointed Edith Thompson to Historic Landmarks Commission (unanimous)
• Approved Town Council minutes of Aug. 9, 2022 with correction (unanimous)

Public Works Committee

The Shepherdstown Public Works Committee approved a $1,100 reimbursement for sidewalk repairs at 202 E. High St. and discussed ongoing property maintenance, trash cleanup, paving schedules, and stormwater repairs. No major policy decisions were made; most items were updates or referred for further action.

• Approved $1,100 reimbursement for sidewalk repair at 202 E. High St. (Sarah Will) (unanimous)
• Approved minutes from July 25, 2022 (unanimous)
• Tabled discussion on property maintenance at 349 W. German St. (ongoing violation)
• Discussed trash issues behind Apex Apts. (receptacles being ordered)
• Noted Washington Street paving and handicap corners on schedule
• Noted German Street paving (Princess to Mill) planned for 2023
• Discussed stormwater repairs at St. Agnes Catholic Church and Shepherd Village (engineer investigating)
• Agreed to try meeting at 9:00 AM going forward

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss updates on several parks, including playground equipment replacement at Cullison Park, a walking path update, and a report on a gift to Rumsey Park. New business includes public restrooms and Library Park. The meeting is mostly routine updates and planning.

• Cullison Park playground equipment replacement (Spring-Toy)
• Cullison Park walking path Flexi-Path status of RFBs
• Rumsey Park gift from Hank Walter
• Bookmark the Park event Sept. 18 at Viola Devonshire Park
• New business: public restrooms and Library Park

The Shepherdstown Parks and Recreation Committee met on August 23, 2022, and discussed several park projects. Mulch was delivered and spread at Bane-Harris Park, but more is needed, and a tree replacement is pending. At Cullison Park, a request for proposals for a Flexi-Path walking path has been advertised with two contractor walkthroughs completed. The committee also noted the completion of a stairway at Rumsey Park and cleanup at Viola Devonshire Park. No formal votes were taken.

• Approved agenda of August 23, 2022 (unanimous)
• Approved minutes of June 28, 2022 (unanimous)
• Discussed but no decision on public restroom at Cullison or Rumsey Park
• Discussed but no decision on adding seating at Library (Market House) Park

Planning Commission

The Shepherdstown Planning Commission approved three applications at its August 15, 2022 meeting. It approved a sunroom and deck addition at 420 E. German Street after a new survey confirmed the setback, a storage shed at 100 S. Shoe Lane, and a sign at 104 E. German Street. The commission also decided to appoint all applicants to the Comprehensive Plan Review Committee, with current town officials serving as ex-officio members.

• Approved application 22-34 for sunroom and deck addition at 420 E. German Street (unanimous)
• Approved application 22-32 for wood storage shed at 100 S. Shoe Lane (unanimous)
• Approved application 22-37 for hanging sign and window decal at 104 E. German Street (unanimous)
• Decided to appoint all applicants to Comprehensive Plan Review Committee, with current officials as ex-officio members

Town Council

The Shepherdstown Town Council approved a $1,849.40 Flexi-Pave proposal to improve accessibility around trees, approved the Shepherd University Homecoming Parade for October 15, 2022, and recommended a garbage rate increase for first reading in September. The council also appointed Kay Schultz to the Grants Committee and recognized Officer Bryce Dickens for saving a life.

• Approved Flexi-Pave proposal for $1,849.40 (unanimous)
• Approved Shepherd University Homecoming Parade for Oct 15, 2022 (unanimous)
• Recommended garbage rate increase for first reading in September (unanimous)
• Appointed Kay Schultz to Grants Committee (unanimous)
• Approved July 12, 2022 council minutes (unanimous)

Grants Committee

The Shepherdstown Grant Committee approved the minutes from the 5.10.22 meeting with a spelling correction. They recommended Kay Schultz for appointment as a new committee member. The committee discussed the need for a uniform grants management policy and assigned members to draft it. No other formal decisions were made.

• Approved minutes from 5.10.22 with spelling correction (no objection)
• Recommended Kay Schultz as new committee member (motion approved)

Planning Commission

The Shepherdstown Planning Commission approved a lot merger application (22-35) for property at 206 N. Mill Street, with no objections. A separate application (22-34) for a sunroom and deck addition at 420 E. German Street was withdrawn by the applicants after the commission raised concerns about the site plan's accuracy, including potential encroachments and setback issues.

• Approved lot merger 22-35 for 206 N. Mill Street (unanimous)
• Application 22-34 for 420 E. German Street withdrawn by applicants

Personnel Committee

The Shepherdstown Personnel Committee is meeting to discuss several personnel matters, including updates on opening Town Hall during lunch, reviewing the employee handbook, and coordinating training for individual departments. The committee will also receive updates from neighboring municipalities on term limits and town manager issues.

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

Town Council

The Shepherdstown Town Council approved moving forward with Flexi-Pave bids for a path at Cullison Park, and approved a proposal for a wooden stairway at Rumsey Park. The council also approved the formation of an ad hoc committee to review the 2014 Comprehensive Plan. All votes were recorded as unanimous or majority, with one council member voting against the stairway proposal.

• Approved Freedom's Run & Kid's Run on October 22, 2022 (unanimous)
• Approved proceeding with Flexi-Pave bids for Cullison Park path (unanimous)
• Approved Hank Walter's proposal for wooden stairway at Rumsey Park (majority, C. Stroech nay)
• Approved formation of ad hoc committee to review 2014 Comprehensive Plan (unanimous)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss unfinished business across several parks, including playground equipment replacement at Cullison Park, a walking path update with a Flexi-Path proposal, and a proposal from H. Walter at Rumsey Park. The committee will also review the Bookmark the Park event schedule and parks clean-up schedule. This is a regular working meeting with no major public hearings or budget items.

• Playground equipment replacement at Cullison Park
• Flexi-Path discussion and approval to move forward on walking path
• Discussion and action on H. Walter's proposal at Rumsey Park
• Bookmark the Park schedule review
• Parks clean-up schedule

The Shepherdstown Parks and Recreation Committee approved a draft Request for Bids (RFB) for the Phase 1 walking path at Cullison Park, allowing the project to move forward. The committee also voted to take Hank Walter's proposal for a wooden walkway and steps at Rumsey Park to Town Council for consideration. No other substantive decisions were made; other items were updates or discussions.

• Approved draft RFB for Cullison Park Phase 1 walking path (unanimous)
• Motion to take Hank Walter's Rumsey Park walkway proposal to Town Council (unanimous)

Planning Commission

The Shepherdstown Planning Commission approved three applications at its June 20, 2022 meeting: a sign replacement for Shepherdstown Vibes, a screened-in porch at 108 N. Church Street, and a business sign at 217 S. Duke Street. All approvals were unanimous with no objections. The commission also discussed an upcoming Town Council vote on creating an ADHOC committee for the Comprehensive Plan update.

• Approved application 21-51 for sign replacement at 207 S. Princess, Suite 2 (unanimous)
• Approved application 22-28 for screened-in porch at 108 N. Church Street with wooden screen door (unanimous)
• Approved application 22-29 for business sign at 217 S. Duke Street, Suite 104 (unanimous)

Parks and Recreation Committee

The committee will review progress on several local parks, including Cullison Park playground equipment and walking paths. The meeting also covers the 'Bookmark the Park' event schedule and future programming.

• Cullison Park playground equipment replacement
• Cullison Park walking path update
• Review of 'Bookmark the Park' event schedule
• Park clean-up schedule discussion

The Shepherdstown Parks and Recreation Committee met on May 24, 2022, and approved the agenda and previous minutes unanimously. They discussed several park maintenance items, including the replacement of the Riverfront Park bridge lost in a storm, which was completed by town maintenance staff. The committee also noted that playground equipment for Cullison Park has not yet arrived, and they plan to finalize the walking path route at the next meeting.

• Approved meeting agenda (unanimous)
• Approved April 26, 2022 minutes (unanimous)
• Replaced Riverfront Park bridge after storm loss (completed by Town Maintenance)
• Requested Town Maintenance to pull weeds at Bane-Harris Park
• Requested Town Maintenance to clean graffiti at Rumsey Park
• Planned to create park clean-up schedule at next meeting
• Will finalize walking path route at next meeting
• Adjourned meeting (unanimous)

Planning Commission

The Planning Commission is reviewing multiple applications for residential construction and renovations. The agenda also includes a presentation on the Comprehensive Plan update.

• Fence replacement at 219 W. German Street involving a 6' horizontal board fence
• New construction of a 2-story single-family home with a detached garage at 312 W. German Street
• Renovation at 211 E. High Street including roof, siding, and window replacement plus a 2-story addition
• Comprehensive Plan Update presentation by Phil Baker-Shank

The Shepherdstown Planning Commission approved a fence replacement at 219 W. German Street and a home renovation at 211 E. High Street, but denied a new home construction at 312 W. German Street because the lot does not meet minimum size requirements. The commission also approved a motion to form a Comprehensive Plan Review Committee.

• Approved fence replacement at 219 W. German Street (22-24) as submitted
• Approved new home construction plans at 312 W. German Street (22-25) as submitted
• Denied application 22-25 for new home at 312 W. German Street due to lot not meeting minimum standards (unanimous)
• Approved renovation project at 211 E. High Street (22-26) as submitted
• Volunteered to chair Comprehensive Plan Review Committee

Grants Committee

The Shepherdstown Grants Committee is meeting to discuss updates on existing CDBG and AED grants and to consider new business involving a Cops grant and a Library grant. The agenda is largely procedural, with no dollar amounts or detailed proposals listed.

• CDBG Grant Update
• AED Grants Update
• Cops Grant
• Library Grant

The Shepherdstown Grants Committee met and approved the minutes from the previous meeting. They discussed the CDBG grant program, noting eight applications were submitted with one funded, and agreed to seek PSAs. The AED grant of $10,000 for portable devices was funded, but logistics are pending. A library habitat garden request was presented, with the committee to review plans before deciding on involvement.

• Approved minutes from 10.28.21 meeting
• C. Stroech to inquire about PSAs for CDBG assistance
• C. Stroech to forward State of the Committee memo to Carolyn Thomas
• C.O.P.s grant for police personnel removed from slate as Town partners with University
• Library habitat garden request under review; Carolyn Thomas to forward plans

Town Council

The Shepherdstown Town Council voted to have the Mayor write a letter to Mr. Keplinger stating the DNR's proposed parking and fishing tournament project at the Tobacco Warehouse/boat ramp is not viable for the town and recommending no change to the current lease. The Council also authorized the Mayor to execute and return opioid settlement forms by June 1, 2022, approved a Relay for Life proclamation, and appointed Sylke Knupple to the Water and Sanitary Board. Minutes from April 12 and April 19, 2022, were approved with corrections.

• Approved motion to send letter to DNR opposing parking project at River Front Park (unanimous)
• Authorized Mayor to execute opioid settlement election form and MOU by June 1, 2022 (unanimous)
• Approved Mayor to sign Relay for Life Proclamation (unanimous)
• Approved appointment of Sylke Knupple to Water and Sanitary Board (unanimous)
• Approved April 12, 2022 Town Council minutes with corrections (unanimous)
• Approved April 19, 2022 Special Town Council minutes (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission approved three applications: a new home at 312 W. German Street (provisionally, pending revised window drawings), a renovation and addition at 211 E. High Street (with a 3:1 vote), and a wrought iron railing replacement at 202 W. Washington Street. All approvals were contingent on design guideline compliance and revised drawings.

• Provisionally approved new home at 312 W. German Street (22-25), contingent on revised east/west elevation drawings (unanimous)
• Approved renovation and addition at 211 E. High Street (22-26), contingent on revised mudroom door options (3:1)
• Approved wrought iron railing replacement at 202 W. Washington Street (22-27) (unanimous)

Water and Sanitary Board

The Water and Sanitary Boards approved the prior meeting minutes and recommended Sylke Knuppel for appointment to the Water Board. Both boards tabled the Colonial Hills Phase III water/sewer application until ownership information is corrected. No financial statements were available, and no violations were reported in water or sanitary operations.

• Approved minutes of March 24, 2022 meeting
• Recommended Sylke Knuppel to Town Council for Water Board (unanimous)
• Tabled Colonial Hills Phase III application until ownership updated (Water Board, unanimous)
• Tabled Colonial Hills Phase III application until ownership updated (Sanitary Board, unanimous)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss ongoing park projects, including playground equipment replacement at Cullison Park, a walking path update, and various park-specific items. They will also consider a congressional application/proposal and future programming for parks.

• Playground equipment replacement at Cullison Park
• Walking path update at Cullison Park
• Bane-Harris Park discussion
• Riverfront Park, Rumsey Park, Viola Devonshire Park updates
• Bookmark the Park 2022 schedule attached

The Shepherdstown Parks and Recreation Committee met on April 26, 2022, and approved the agenda and minutes from previous meetings. No substantive decisions were made; the meeting focused on updates and discussions about park maintenance, including basketball court cracking, playground equipment delivery, and walking path bids.

• Approved agenda for April 26, 2022 meeting
• Approved March 22, 2022 minutes as edited
• Approved April 13, 2022 special meeting minutes

Personnel Committee

The Shepherdstown Personnel Committee is meeting to discuss several personnel-related items, including reviewing the employee handbook, training for departments, term limits, and creating a job description for a town manager. The agenda is largely procedural, with most items listed as updates or discussions rather than final decisions.

• Review of Employee Handbook, using handbooks from Ranson and Charles Town as references
• Discussion of training for individual departments
• Update on term limits, pending guidance from town attorney
• Creation of town manager job description, based on existing materials and examples from Martinsburg and Winchester

Planning Commission

The Shepherdstown Planning Commission approved the location of a proposed house and garage for Tom & Linda Sanders on Lot 138 W. High Street, but denied construction of the new house and garage due to minimum buildable lot area and width requirements. The commission also approved signage for John Shank, a porch expansion for Stephen Skinner, and a hardscaping project for Edith Thompson.

• Approved location of proposed house and garage on Lot 138 W. High St with adjusted side yard setbacks (unanimous)
• Denied construction of new house and garage on Lot 138 W. High St per section 9-508 (unanimous)
• Approved 6 sq ft door glass decal sign and sandwich chalkboard for 133 W. German St (unanimous)
• Approved addition of 2 dormers and rear porch expansion to 10' x 30' at 213 W. New St (unanimous)
• Approved 450 sq ft stone paver patio with retaining wall at 407 E. German St (unanimous)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is holding a special meeting to discuss and potentially take action on a congressional grant application for restrooms at Cullison Park. The agenda includes only this topic, along with routine procedural items.

• Discussion and action on congressional grant application for restrooms at Cullison Park

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission is holding a regular meeting and public hearing to consider four applications for changes to historic properties. The applications include installing French doors, adding dormers, adding stone pavers, and replacing a roof. No other substantive business is listed on the agenda.

• 22-20: Rachel Wilkinson, 210 E. High Street — install French doors with exterior overhang
• 22-21: Stephen Skinner, 213 W. New Street — add two dormers and expand rear porch to 10' x 30'
• 22-22: Edith Thompson, 407 E. German Street — add ~450 sq ft stone pavers and 25' retaining wall
• 22-23: Traci Morris, 306 N. Mill Street — replace tar/gravel roof with standing seam metal

The Shepherdstown Historic Landmarks Commission approved all four applications on the agenda, including a French door installation, dormer and porch additions, a stone paver patio, and a metal roof replacement. All approvals were unanimous, with one motion passing with no objections. No applications were denied or tabled.

• Approved French doors with awning at 210 E. High Street (unanimous)
• Approved one side and one rear dormer at 213 W. New Street (unanimous)
• Approved rear porch extension at 213 W. New Street (unanimous)
• Approved stone pavers and retaining wall at 407 E. German Street (unanimous)
• Approved standing seam metal roof at 306 N. Mill Street (unanimous)

Water and Sanitary Board

The Water and Sanitary Board will review financial statements and progress on the Water Plant Improvement Project. The board is also reviewing Step II approvals for Shepherd View Apts. and a Sheetz Store regarding alternate mainline extension agreements.

• Water Plant Improvement Project update
• Water Distribution Project update
• Step II approval for Shepherd View Apts. utility extension
• Step II approval for Sheetz Store utility extension
• Sewer Use Ordinance revision discussion

The Water and Sanitary Boards approved removing the contractor's obligation to repair the aging plant fence and the associated $13K from the contract, planning instead to rebuild the fence entirely at an estimated $31K. They also noted the $2M congressional grant for the water distribution project was approved, requiring a 25% match from Water. No other formal votes were taken; most items were updates or discussions.

• Approved removing $13K fence repair from water plant contract, plan to rebuild fence for $31K
• Approved minutes from February 23, 2022, as submitted
• Noted $2M congressional grant approved for water distribution project, 25% match from capacity fees

Parks and Recreation Committee

The committee is discussing ongoing maintenance and status updates for several town parks. Topics include tree services at Bane-Harris Park, playground equipment replacement at Cullison Park, and the 2022 schedule for Bookmark the Park.

• Bane-Harris Park: Tree status with Bartlett Tree Company and fence maintenance assessment
• Cullison Park: Playground equipment replacement scheduled for April 1, 2022
• Cullison Park: Walking path and sign status updates
• Bookmark the Park: Confirmed Spring 2022 event schedule

The Shepherdstown Parks and Recreation Committee approved a motion to pursue Phases 1, 2, and portions of Phase 5 of the Cullison Park walking path project, with funding decisions to proceed regardless of grant availability. The committee also approved the Spring 2022 Bookmark the Park schedule and discussed future amenities like Little Libraries and a public bathroom.

• Approved pursuing Phases 1, 2, and portions of Phase 5 of the Cullison Park walking path (unanimous)
• Approved the Spring 2022 Bookmark the Park schedule as revised (unanimous)
• Approved the agenda for the March 22, 2022 meeting (unanimous)
• Approved the minutes from February 22, 2022 (unanimous)
• Moved Bane-Harris Park fence maintenance to the back burner after assessment found no immediate need
• Noted Bartlett Tree Company found the Bane-Harris Park tree stable
• Discussed installing Little Libraries and seating at Bane Harris and Cullison Parks for 2023
• Discussed adding a simple bathroom at Cullison or Rumsey Park for 2023

Planning Commission

The Shepherdstown Planning Commission held a regular meeting and public hearing on February 21, 2022, where they unanimously approved four new applications. These included a business sign, two residential solar arrays, and a fence and hardscape project. All items were approved as submitted with no objections.

• Approved application 22-07 for a 24" x 30" hanging business sign at 121 W. German Street
• Approved application 22-08 for a 9.52 kW roof-mounted solar array at 76 Shepherd Village Circle
• Approved application 22-09 for a 9.2 kW roof-mounted solar array at 86 Shepherd Village Circle
• Approved application 22-13 for limestone retaining wall, flagstone terrace, and 4' white picket fence at 205 W. Washington Street

The Shepherdstown Planning Commission unanimously approved four new applications (22-14, 22-15, 22-16, 22-17) for a garden room addition, a solar array, a shed, and a fence, and approved one sign application (22-19) with a modification. One sign application (22-18) was tabled because the applicant was not present. All votes were unanimous with no objections.

• Approved garden room addition at 105 S. King Street (22-14) unanimously
• Approved roof-mounted solar array at 44 Shepherd Village Circle (22-15) unanimously
• Approved shed at 301 W. German Street (22-16) unanimously
• Approved fence at 340 W. High Street (22-17) unanimously
• Approved sign at 132 W. German Street (22-19) with modification to hang under porch instead of iron bracket, unanimously
• Tabled sign application at 133 W. German Street (22-18) due to applicant absence, unanimously

Finance Committee

The Finance Committee unanimously recommended the proposed 2022-2023 General Fund budget to Town Council for approval. The budget strategy assumed a 5% increase in income and expenses, with adjustments for known variations and to balance the budget. The committee also decided to add a potential annexation cost-benefit analysis to the Town Council agenda as a discussion item.

• Recommended 2022-2023 General Fund budget to Town Council (unanimous)
• Added potential annexation cost-benefit analysis to Town Council agenda as discussion item

Historic Landmarks Commission

The Historic Landmarks Commission denied a request to replace 100-year-old 2/2 wooden windows with 9/6 custom wood windows at 105 S. King Street, following State Historic Preservation Office recommendations, but approved porch alterations including new steps and wrought iron railing. The commission also approved a demolition request at 201 S. King Street, previously approved in 2015, and a shed placement at 301 W. German Street. All decisions were made with recorded votes.

• Denied window sash replacement at 105 S. King St. (majority vote, J. Broomall dissenting)
• Approved addition of steps to north side of front porch at 105 S. King St. (unanimous)
• Approved replacing wooden porch spindles with wrought iron at 105 S. King St. (unanimous)
• Approved demolition request at 201 S. King St. (unanimous)
• Approved shed placement at 301 W. German St. per Historic District Design Guidelines (unanimous)

Parks and Recreation Committee

The committee is discussing ongoing maintenance and equipment updates for several town parks. Topics include tree services, playground equipment status, and signage updates.

• Bane-Harris Park: discussion on tree status, fence maintenance, and sign repairs
• Cullison Park: update on playground equipment replacement and walking path
• Status updates for signs at Riverfront, Rumsey, and Viola Devonshire Parks
• Review of Spring 2022 plan for Bookmark the Park
• Exploration of grant opportunities

The Shepherdstown Parks and Recreation Committee approved a motion to move forward with Phases 1 and 2 of the Cullison Park walking path, while reconsidering Phase 3 and part of Phase 5 due to sewer line concerns. The committee also discussed maintenance items at Bane-Harris Park, including tree removal and fence repairs, and noted the delayed arrival of playground equipment at Cullison Park.

• Approved motion to proceed with Phases 1 and 2 of Cullison Park walking path, reconsider Phase 3 and part of Phase 5 (unanimous)
• Approved agenda for February 22, 2022 meeting (unanimous)
• Approved minutes from November 30, 2021 meeting (unanimous)
• Adjourned meeting at 7:14 PM (motion by Lori, second by Nick)

Personnel Committee

The committee will receive updates on several personnel matters, including the employee handbook, training, and terms of office. The agenda also includes an update regarding opening the Town Hall during lunch hours.

• Employee Handbook update
• Town Manager discussion
• Training update
• Terms of office update
• Open Town Hall during lunch update

The Personnel Committee voted to move forward with researching a city manager/administrator position, recommending it to Finance and ultimately Town Council. The committee will create a job description and gather examples from other towns. They also discussed employee training, term limits, and the employee handbook, but took no formal action on those items.

• Approved minutes of April 9, 2022
• Moved to research a city manager/administrator position as a recommendation to Finance and Town Council
• Agreed to create a job description for the town manager position
• Agreed to obtain city manager job descriptions from Winchester and Martinsburg
• Adjourned the meeting at 11:08 a.m.

Planning Commission

The Planning Commission will meet via Zoom to review new applications for signage, solar installations, and fencing. The agenda also includes the approval of previous minutes and a Comprehensive Plan update.

• Signage application for 121 W. German Street
• Solar array installations at 76 and 86 Shepherd Village Circle
• Fence installation at 331 W. High Street
• Hardscaping and skylight application for 205 W. Washington Street
• Comprehensive Plan Update

The Shepherdstown Planning Commission unanimously approved four applications at its February 21, 2022 meeting: a business sign at 121 W. German Street, two roof-mounted solar arrays at 76 and 86 Shepherd Village Circle, and a fence and hardscaping project at 205 W. Washington Street. All applications were approved as submitted with no objections. The meeting adjourned at 6:40 p.m.

• Approved application 22-07 for a business sign at 121 W. German Street (unanimous)
• Approved application 22-08 for a 9.52 kW solar array at 76 Shepherd Village Circle (unanimous)
• Approved application 22-09 for a 9.2 kW solar array at 86 Shepherd Village Circle (unanimous)
• Approved application 22-13 for fence and hardscaping at 205 W. Washington Street (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will hold a regular meeting and public hearing to consider four new applications for changes to historic properties. These include door replacement, a dryer vent, hardscaping and a skylight, and a garden room addition with porch renovations. The commission will also approve previous minutes and hear reports.

• 22-11: Replace front metal storm door with custom wood storm door at 304 W. High Street
• 22-12: Add copper dryer vent to north side of tower at 201 S. King Street
• 22-13: Add limestone retaining wall, flagstone terrace, and skylight at 205 W. Washington Street
• 22-14: Garden room addition, lime wash brick, and porch renovations at 105 S. King Street

The Historic Landmarks Commission approved a new custom wood storm door at 304 W. High Street (22-11) and a hardscaping and skylight project at 205 W. Washington Street (22-13). It tabled a copper dryer vent at 201 S. King Street (22-12) pending an amended application, and partially approved a garden room addition and lime wash at 105 S. King Street (22-14) while tabling window and porch changes pending State Historic Preservation Office review.

• Approved application 22-11 for a wood storm door at 304 W. High Street, per design guidelines pages 43-44.
• Tabled application 22-12 for a copper dryer vent at 201 S. King Street, pending amended application.
• Approved application 22-13 for hardscaping and skylight at 205 W. Washington Street, per guidelines pages 1-8, 52, 65-68.
• Approved garden room addition and lime wash at 105 S. King Street, per page 36 of guidelines.
• Tabled window replacement and front porch reconfiguration at 105 S. King Street, pending SHPO review.
• Approved minutes from 1/17/2022.
• Adjourned at 7:37 p.m.

Grants Committee

This is a special meeting of the Shepherdstown Grants Committee held via Zoom. The agenda includes approval of minutes from December 15, 2021, a visitor period, and new business, which lists only a 'State of the Committee Member' item. No specific grants, projects, or decisions are detailed on the agenda.

• Approval of minutes from 12/15/21
• Visitor comments
• New business: State of the Committee Member

The Shepherdstown Grants Committee held a special meeting via Zoom and approved the minutes from December 15, 2021. They discussed and amended the State of the Committee Memo, approving it with changes. No other substantive decisions were made.

• Approved minutes from 12/15/21 meeting
• Approved State of the Committee Memo with changes

Water and Sanitary Board

The Water Board unanimously approved a proposal by 120 Water Corporation to inspect all water service lines for lead fittings, at an estimated cost of $15,000 per year for two years, to comply with new lead and copper rules. The Sewer Board unanimously authorized an emergency purchase of a composite sampler for $10,715. Both boards also unanimously approved Step II for the Shepherdstown Professional Center and issued capacity letters for Shepherd View Apartments. A billing error dispute was tabled pending further documentation and state guidance.

• Approved Step II for Shepherdstown Professional Center (Water Board unanimous)
• Approved Step II for Shepherdstown Professional Center (Sewer Board unanimous)
• Approved 120 Water Corporation proposal for lead service line inspections (Water Board unanimous)
• Authorized emergency purchase of composite sampler for $10,715 (Sewer Board unanimous)
• Tabled billing error dispute for two customers pending spreadsheet and PSC guidance (Water Board unanimous)
• Authorized water capacity letter for Shepherd View Apartments (Water Board unanimous)
• Authorized sewer capacity letter for Shepherd View Apartments (Sewer Board unanimous)

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review four new applications: a storage shed, two roof-mounted solar arrays, and a fence repair/enclosure. The agenda also includes a Comprehensive Plan update and administrative reports.

• 22-01: 8' x 10' Amish storage shed at 300 W. High Street
• 22-02: Roof-mounted solar array at 68 Shepherd Village Circle
• 22-03: Roof-mounted solar array at 48 Shepherd Village Circle
• 22-05: Fence repair and new back section at 112 W. German Street
• Comp Plan Update

The Shepherdstown Planning Commission approved four new applications: a storage shed at 300 W. High Street, two roof-mounted solar arrays at 68 and 48 Shepherd Village Circle, and a fence repair/enclosure at 112 W. German Street. All approvals were unanimous, with one member recusing herself from the solar array application at her own property. The commission also discussed a signage checklist for permit applications and heard from a volunteer for the Comprehensive Plan update committee.

• Approved storage shed at 300 W. High Street (unanimous)
• Approved solar array at 68 Shepherd Village Circle (unanimous)
• Approved solar array at 48 Shepherd Village Circle (unanimous; applicant recused)
• Approved fence repair/enclosure at 112 W. German Street with corrected north arrow (unanimous)

Town Council

The Shepherdstown Town Council approved two Farmer's Market applications: a winter market from 1/6/22 to 3/6/22 and a regular market from 3/13/22 to 12/18/22. The council also discussed a proposed lease of the Tobacco Warehouse to Ascend WV, with consensus to allow negotiations to proceed. No other substantive decisions were made; the meeting was largely procedural.

• Approved winter Farmer's Market 1/6/22-3/6/22 (no objections)
• Approved regular Farmer's Market 3/13/22-12/18/22 (no objections)
• Consensus to allow Ascend WV lease negotiations to proceed

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will hold a regular meeting and public hearing to consider two applications: one for an Amish shed at 300 W. High Street and another for solar panels on a storage shed at 216 S. Duke Street. The meeting also includes routine items like approving previous minutes and reports.

• Application 22-01: Deborah Tucker requests placement of an 8'x10' Amish shed in rear yard at 300 W. High Street.
• Application 22-04: St. Agnus Church requests addition of up to two 33" x 30" solar panels on west side of new storage shed at 216 S. Duke Street.

The Historic Landmarks Commission approved two applications at its January 10, 2022 meeting. Application 22-01, for an 8'x10' Amish shed at 300 W. High Street, was approved unanimously. Application 22-04, for solar panels on a storage shed at St. Agnes Church, 216 S. Duke Street, was also approved unanimously. No other substantive decisions were made.

• Approved application 22-01 for an 8'x10' Amish shed at 300 W. High Street (unanimous)
• Approved application 22-04 for solar panels on St. Agnes Church storage shed at 216 S. Duke Street (unanimous)