Shepherdstown public meetings in 2024

Town Council

This is a special meeting of the Shepherdstown Town Council. The only substantive item on the agenda is discussion of the Town Administrator vacancy.

• Discussion of Town Administrator vacancy

Public Works Committee

The Shepherdstown Public Works Committee is meeting to discuss several unfinished business items, including a priority to enhance accommodations for pedestrians and bicyclists, a draft policy on public benches, planned presentations on the town building code, and ongoing utility pole canvassing. No new business is listed. The meeting is primarily a discussion session with no formal votes or decisions scheduled.

• Discussion of FY2025 priority to enhance pedestrian and bicyclist accommodations
• Status update on draft policy for public benches
• Status of planned presentations on the purpose and value of the town building code
• Status of ongoing utility pole canvassing
• Next meeting scheduled for January 27, 2025

Personnel Committee

The Shepherdstown Personnel Committee is meeting by Zoom to discuss the Town Administrator vacancy. The agenda contains only this single new-business item, with no other substantive matters listed.

• Discussion of Town Administrator vacancy

Water and Sanitary Board

The Water and Sanitary Boards will vote on approving minutes, a modification to the Mill Street water distribution project, and a $17,458 bid from Snyder Environmental to replace a header bracket for the wastewater plant pump. Staff will also report on flow and quality, the Mecklenburg project completion, and hydrant status.

• Vote on Snyder Environmental bid of $17,458 for wastewater pump header bracket replacement
• Vote on modification of Mill Street water distribution project
• Completion update on Mecklenburg water distribution project
• Approval of November 21 meeting minutes for both boards
• Flow and quality reports from staff

The Shepherdstown Water and Sanitary Boards met jointly on December 19, 2024. The Water Board approved a $135,607 modification to the Mill Street project, funded from the Cash Working Capital Reserve, with a vote of 6-1. The board also unanimously approved a $17,458 bid for a wastewater plant pump repair and a motion to seek return of $90,340.91 in bond funds to the water operating account.

• Approved $135,607 Mill Street water line modification (6-1)
• Approved $17,458 wastewater pump repair bid from Snyder Environmental (unanimous)
• Approved motion to seek return of $90,340.91 in bond funds to water operating account (unanimous)
• Approved minutes of November 21 meeting (unanimous, both boards)

Planning Commission

The Shepherdstown Planning Commission will hold a public hearing and regular meeting to consider a construction application for a two-story addition at 102-104 S. King Street. They will also continue reviewing draft amendments to the Town Council code regarding the Planning Commission's creation and meetings, and discuss the draft 2024 Comprehensive Plan.

• Application 24-23: 32' x 24' two-story addition at 102-104 S. King Street with a 6' enclosed breezeway
• Review of draft Town Council amendments to §9-103 (Creation of a Commission) and §9-108 (Meetings)
• Further discussion on the draft 2024 Comprehensive Plan

The Shepherdstown Planning Commission approved a 32' x 24' addition at 102-104 S. King Street, contingent on the applicant submitting a stormwater management plan. The commission also voted to set the number of Planning Commission members at seven and to amend the process for calling special meetings. Discussion continued on the 2024 Comprehensive Plan draft, with a deadline for commissioner comments set for December 17.

• Approved 102-104 S. King Street addition (unanimous)
• Set number of Planning Commission members at seven (motion passed)
• Amended process for calling special meetings (motion passed)

Tree Commission

The Shepherdstown Tree Commission will discuss and select a vendor proposal for the Urban Forestry/Demonstration City Grant application. They will also review pending tree actions, a tree inventory database, and standard of care documents. New business includes a resident request for tree pruning and a concern about dead trees in Cullison Park.

• Bid process and vendor proposal selection for Urban Forestry/Demonstration City Grant
• Review of tree action log and pending/completed tree actions
• Discussion of tree inventory database web-based features
• Protection for young trees / tree guards from Cacapon
• Resident request for pruning a young tree on New Street near King

The Shepherdstown Tree Commission approved a grant proposal for urban forestry work, including tree well drainage remediation and root collar excavation, with a total project cost of $21,189 and a grant request of $11,357. They also approved a request to prune a tree on New Street and discussed dead trees in Cullison Park. The meeting was procedural and included several action items for follow-up.

• Approved November 14, 2024 minutes
• Approved request from Elise & Marty Baach to prune tree on New Street
• Approved grant proposal as written with minor administrative changes
• Agreed to contract Ecological Services for tree well drainage remedial work at 213 W. German
• Agreed to use Ecological Service lower bid for root collar excavation for grant purposes
• Agreed to request bids from Viking, Bartlett, and Ecological Services for back alley tree work
• Agreed to add fringe tree for Susan Mills to grant
• Agreed to plant bald cypress near boat ramp

Town Council

The Shepherdstown Town Council will hold first readings of amendments to the disorderly conduct penalty ordinance and a new vacant storefront ordinance. Second readings are scheduled for several Planning Commission and Board of Appeals membership revisions. The council will also review financial status, expenditures, and updates on the water line project, town website, and comprehensive plan.

• First reading of amendment to Section 7A-110, Disorderly Conduct: Penalty Ordinance
• First reading of Vacant Storefront Ordinance to disincentivize long-term vacancies
• Second reading of revisions to Planning Commission membership requirements (9-103, 9-104, 9-107, 9-108)
• Second reading of revisions to Board of Appeals membership requirements (9-1001)
• Update on Water Line Improvement Project

The council approved the first reading of an ordinance amendment to ensure disorderly conduct fines go to the town, not the magistrate court. A vacant storefront ordinance was tabled for staff and legal review. Several planning commission and zoning appeals ordinance changes were approved on second reading. Volunteer appointments were made to the Parks & Rec Committee, Water Board, and BZA.

• Approved first reading of disorderly conduct penalty ordinance (unanimous)
• Tabled vacant storefront ordinance for staff and counsel review (unanimous)
• Deferred planning commission member number change back to Planning Commission (unanimous)
• Approved second reading of planning commission nomination/appointment ordinance (unanimous)
• Approved second reading of planning commission qualifications ordinance (unanimous)
• Approved second reading of planning commission hiring authority ordinance (5-1, Marty opposed)
• Approved second reading of BZA qualifications ordinance (unanimous)
• Approved Christmas First Friday event application (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission is meeting for a regular session. The agenda contains no applications or workshop sessions; the main items are reviewing an online educational needs survey draft and discussing potential preservation success stories from 2020-2024 to submit to the State Historic Preservation Office.

• Review of online educational needs survey draft from the Mill's Group
• Discussion of potential HLC preservation success stories (2020-2024) for State Historic Preservation Office

The Shepherdstown Historic Landmarks Commission met on December 9, 2024, but took no substantive decisions. Commissioners reviewed and edited a draft online survey for a Heritage Education Grant project and prepared a voluntary submittal of HLC success stories for the State Historic Preservation Office. No applications, workshop sessions, or ongoing business items were considered.

• Approved minutes from November 11, 2024 meeting
• Reviewed and edited draft online survey for Heritage Education Grant project (no vote recorded)
• Prepared voluntary submittal of HLC success stories since 2020 for State Historic Preservation Office (no vote recorded)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will review updates on several park projects, including walking path extensions, stairway installations, and electrical box work. The meeting also covers grant opportunities, a member vacancy, and planning for the 2025 Bookmark the Park initiative.

• Bane-Harris Park update by C. Roberts
• Cullison Park walking path extension to Rumsey and stairway from Mill Street update
• Riverfront Park update by C. Roberts
• Rumsey Park landing for stairs/railing, electrical box, and Almost Heaven WV Swing Project updates
• Viola Devonshire Park border installation/reconstruction update

The Shepherdstown Parks and Recreation Committee approved a motion to move forward with a draft letter for the Almost Heaven WV Swing Project at Rumsey Park, and accepted a resident's offer to clear weeds at Rumsey Park before winter. No substantive decisions were made on other agenda items; most were updates or discussions.

• Approved motion to move forward with draft letter for Almost Heaven WV Swing Project at Rumsey Park (unanimous)
• Accepted H. Walter's offer to clear weeds at Rumsey Park, contingent on a tax-deductible gift letter (unanimous)

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review three applications, including a building addition and two sign requests. They will also discuss the 2024 Comprehensive Plan and consider recommending several Title 9 amendments to the Town Council.

• Application 24-23: 32' x 24' addition with 6' breezeway at 102-104 S. King Street
• Application 24-31: Retroactive awning sign (10.3 sq ft) at 134 E. German Street
• Application 24-33: 16 sq ft business sign at 100 E. German Street
• Comp Plan 2024 follow-up and final drafting discussion
• Title 9 amendments on Planning Commission membership, meetings, and Board of Appeals

Finance Committee

The Shepherdstown Finance Committee is meeting to finalize an agreement with Jefferson Security Bank for banking services and to discuss the annual audit, expenditure approval policy, and planning for the FY26 budget. The agenda includes approval of prior minutes and public comment.

• Finalize updates to agreement with Jefferson Security Bank for banking services
• Briefing on annual audit procedures and current audit status
• Discussion of policy for reviewing and approving expenditures
• Discussion of plan for FY26 budget development

The Shepherdstown Finance Committee voted unanimously to approve the October meeting minutes. The committee agreed to proceed with proposed improvements to banking services and money management practices from Jefferson Security Bank. A briefing on the annual audit was postponed to next month. The committee also discussed a new two-signature process for expenditures and plans to hold budget development meetings in early January.

• Approved October meeting minutes (unanimous)
• Agreed to move forward with Jefferson Security Bank service improvements
• Postponed annual audit briefing to next month
• Discussed new two-signature expenditure approval process
• Planned budget development meetings for early January

Public Works Committee

The Public Works Committee will discuss updates on stormwater infrastructure planning at Fairfax Field and Mill Street, a proposed policy on public benches, and a presentation on an age-friendly sidewalk study. They will also review utility pole canvassing and building code presentations. No votes are scheduled; all items are discussions.

• Update on stormwater infrastructure planning at Fairfax Field and Mill Street
• Proposed policy on public benches
• Presentation on Age Friendly Shepherdstown Committee study of town sidewalks
• Update on utility pole canvassing
• Update on planned presentations on building codes

The Public Works Committee selected Kimley-Horn to provide engineering design for stormwater infrastructure at Fairfax Field and Mill Street after interviewing two vendors. The committee also discussed a draft policy for public benches, reviewed a sidewalk survey from the Age Friendly Shepherdstown Committee, and approved the October 28 meeting minutes with edits. No new business was introduced.

• Selected Kimley-Horn for stormwater infrastructure engineering design at Fairfax Field and Mill St.
• Approved October 28, 2024 meeting minutes with edits (motion by Stroech, second by Bicker)
• Tabled public bench policy for further discussion at December meeting
• Noted sidewalk survey findings for prioritizing pedestrian improvements

Water and Sanitary Board

The Water and Sanitary Boards will vote on minutes from previous meetings and discuss financial and flow reports. Unfinished business includes an update on water distribution system construction and a hydrant report. New business covers a letter to customers about galvanized lines and a plan for dealing with them, as well as replacement of the pump station in Cress Creek (Fernbank).

• Update on Water Distribution System Construction
• Hydrant Report
• Letter to customers re Galvanized Lines
• Plan for dealing with Galvanized lines
• Replacement of Pump Station in Cress Creek (Fernbank)

The Water and Sanitary Boards met jointly on November 21, 2024. They approved minutes from prior meetings, discussed financial reports and routine water quality, and reported that water distribution construction is nearing completion on Mechlenburg Heights. In new business, the Sanitary Board voted unanimously to accept a $41,980 bid from STH, Inc. for a Cress Creek (Fernbank) pump station replacement, funded from Capacity Reserve. The Water Board also reported hiring two operators in training for the water plant.

• Approved $41,980 pump station replacement bid from STH, Inc. (unanimous)
• Approved funding for pump station from Capacity Reserve Funds
• Approved minutes of October 24 Sanitary Board meeting
• Approved minutes of October 24 Water Board meeting with suggestions
• Approved minutes of September 26 Sanitary Board meeting with addition of 'Alternate' before 'Main Line Extension' in Colonial Hills motion
• Hired two operators in training for water plant (reported)

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee will meet via Zoom to discuss old business items including hearing accessibility at town meetings, push-button entry for town buildings, downtown fall prevention and safety, the Greater Shepherdstown bike route, and public transportation possibilities. The meeting will also include introductions, approval of minutes, and new business. The next meeting is scheduled for January 15, 2025.

• Hearing accessibility at town meetings
• Push-button entry for town buildings
• Downtown fall prevention and safety
• Greater Shepherdstown bike route
• Public transportation possibilities

Tree Commission

The Shepherdstown Tree Commission will discuss pending and completed tree actions, tree planting initiatives, a tree inventory database, and urban forestry grant development. They will also consider protection for young trees, a tree well on German Street, root collar excavation, a standard of care document, an approved species list, a maintenance request form, and a water truck. New business includes a resident request at 103 West New Street.

• Review of pending and completed tree actions via Tree Action Log
• Discussion of street trees and community tree planting event
• Urban Forestry/Demonstration City Grant Development
• Protection for young trees / tree guards from Cacapon
• Resident request at 103 West New St – Justin Roedersheimer and Mario Quispe

The Shepherdstown Tree Commission discussed and approved several tree actions, including cutting and replacing a redbud at JSB with a bush (estimated $600), and allowing residents at 103 W. New Street to plant a hophornbeam. The commission decided to seek bids from multiple vendors for street tree pruning and removal work, rather than using only Bartlett, and to send a mulching alert to town staff instead of holding a training session. No formal votes were recorded; decisions were made by consensus.

• Approved cutting, grinding, and replacing redbud tree #73 at JSB with a bush ($600 estimated)
• Approved residents at 103 W. New Street to plant a hophornbeam themselves
• Decided to seek bids from multiple vendors for street tree work, not just Bartlett
• Decided to send a mulching alert to town staff instead of holding a training session
• Decided against planting a bald cypress in front of Susan Mills' house due to electric lines; will offer Okame cherry or fringe tree instead
• Recommended 11 replacement tree locations with specific species (e.g., Eastern Red Cedar 'Burkii', Cherokee Princess dogwoods)
• Agreed to develop a process for soliciting bids from vendors based on work type
• Decided to request free tree guards from Cacapon Institute for young trees

Town Council

The Shepherdstown Town Council is holding public hearings on amendments to increase open space requirements in Planned Unit Developments and to discourage long-term vacant storefronts. They will also conduct first readings on several Planning Commission and Board of Appeals ordinance changes, and discuss a funding request from CATF, a new budget format, and a method for approving town payments.

• Second reading of PUD amendment to increase open space requirements
• First reading of Vacant Storefront Ordinance to dis-incentivize long-term vacancies
• First readings on Planning Commission membership, terms, meetings, and employee authority
• First reading on Board of Appeals membership requirements
• CATF funding request by Peggy McGowan

The Town Council unanimously approved a second reading amendment to the Planned Unit Development (PUD) ordinance, increasing open space requirements from 10% to 30%, with 50% of that being natural open space. A first reading of a vacant storefront ordinance was tabled due to a member's absence. The council also approved revisions to planning commission and board of appeals membership requirements, including reducing residency from five to three years and removing freeholder and taxpayer requirements.

• Approved PUD amendment increasing open space to 30% (unanimous)
• Tabled first reading of Vacant Storefront Ordinance
• Approved revisions to Planning Commission membership (5 to 7 members, 3-year residency, no freeholder requirement) (unanimous)
• Approved revisions to Board of Appeals membership removing taxpayer requirement (unanimous)
• Approved Town Council meeting minutes of October 9, 2024 with changes (unanimous)

Planning Commission

The Shepherdstown Planning Commission is holding a special meeting and public hearing to continue work on the 2024 Comprehensive Plan. The main business is reviewing draft Vision and Goals Statements, Objectives and Activities, and discussing documents and plans for a public input meeting. No applications are on the agenda.

• Review of draft Vision Statement, Goals Statements, Objectives and Activities for the 2024 Comprehensive Plan
• Review of draft documents and plans for a public input meeting
• Discussion of overall comprehensive plan documentation

The Shepherdstown Planning Commission held a special meeting with no applications or substantive decisions. They discussed the format for the Nov. 18 public forum, including three stations (vision statement, survey feedback, town boundary map), and set a deadline for commissioner comments on the online survey by Nov. 8. The public input session is scheduled for 6:30 p.m. at the community club, with the survey open until Nov. 25.

• Approved minutes from 10/17/2024
• Set Nov. 18 public forum format with three stations (vision statement, survey feedback, town boundary map)
• Set commissioner comment deadline on online survey for 11/8/24
• Scheduled public input session for 6:30 p.m. on 11/18/24 at community club
• Set online survey availability until 11/25/24

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will discuss updates on multiple parks, including pickleball court surface and boundary lines at Bane-Harris Park, a walking path extension at Cullison Park, and a stairway railing landing at Rumsey Park. They will also consider a playground equipment invoice and payment, a swing project from the ShepTown Rotary, and grant opportunities from Region 9. The meeting includes approval of previous minutes and unfinished business items.

• Pickleball court surface and boundary lines update at Bane-Harris Park
• Playground equipment invoice and payment at Bane-Harris Park
• Walking path extension to Rumsey at Cullison Park
• Stairway from Mill Street update at Cullison Park
• Almost Heaven WV Swing Project from ShepTown Rotary at Rumsey Park

Public Works Committee

The Shepherdstown Public Works Committee will finalize its purpose statement and FY 25 priorities, and discuss updates on utility pole canvassing, stormwater infrastructure planning at Fairfax Field and Mill Street, and a presentation on the International Business Code. New business includes enhancing pedestrian and bicyclist accommodations and benches on German Street.

• Finalize Committee’s Purpose Statement
• Finalize Committee’s FY 25 Priorities
• Update on Stormwater Infrastructure Planning Project at Fairfax Field & Mill Street
• Discussion on enhancing accommodations for pedestrians and bicyclists
• Discussion on benches on German Street and nearby

The Shepherdstown Public Works Committee approved its final purpose statement and a priority goal for fiscal year 2025 to enhance accommodations for pedestrians and bicyclists. The committee also discussed updates on utility pole canvassing, stormwater infrastructure planning, and a proposed policy for artistic benches on German Street. No votes were taken on new business items; those remain under discussion.

• Approved final purpose statement for the Public Works Committee (3-0)
• Approved FY25 priority goal: 'Enhance accommodations for pedestrians and bicyclists' (3-0)
• Discussed utility pole canvassing update; no action taken
• Discussed stormwater infrastructure design bids for Fairfax Field and Mill Street; no action taken
• Discussed scheduling an educational session on International Building Code; no action taken
• Discussed sidewalk assessment project with Age-Friendly Shepherdstown; no action taken
• Discussed community concerns about artistic benches; draft policy to be provided by February 2025

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board will review financial reports, flow and quality data, and discuss unfinished business including the water distribution system construction, hydrant report, lead service line inventory, and staff hiring. New business includes a presentation of system maps and a possible water and sanitary extension to Rumsey Monument as part of the Mill Street project.

• Update on Water Distribution System Construction
• Lead Service Line Inventory and briefing on next requirements
• Water staff hiring
• Presentation and discussion of maps of the W&S systems
• W&S extension to Rumsey Monument as addition to the Mill Street project

The Water and Sanitary Boards approved the September 26 meeting minutes (with editorial changes) for the Water Board only, as the Sanitary Board lacked a quorum. The boards requested audits and a PSC report for the year ending June 30, 2024, be sent and explained at the next meeting. Staff reported the lead service line inventory was completed on time with no lead lines found; the next step is to address galvanized lines and send a customer notice. A presentation of new water and sanitary system maps was discussed, with suggestions for color coding.

• Approved September 26 Water Board minutes with editorial changes
• Requested audits and PSC report for year ending June 30, 2024, be sent and explained at next meeting
• Lead service line inventory completed on time; no lead lines found
• Jack Eggleston volunteered to work with staff on customer notice about galvanized lines
• Discussed new water and sanitary system maps; color coding suggestions made

Tree Commission

The Shepherdstown Tree Commission will discuss unfinished business including a commission member application, pending tree actions, tree inventory database renewal, and 2025 goals. New business includes resident requests, a serviceberry street tree at 202 S. Church, German Street bed cleanup, a community tree planting event, tree cover on German Street, protection for young trees, an urban forestry grant, and a tree well on German Street.

• Status of commission member application for Robin McGrorty
• Serviceberry Street Tree @ 202 S. Church
• German Street Bed Cleanup / Green is Great hourly labor proposal
• Urban Forestry/Demonstration City grant
• Tree Well on German St. West of Entler

The Shepherdstown Tree Commission met on October 10, 2024, and discussed various tree maintenance issues, including improper mulching by town staff and the need for root collar excavation on several trees. The commission approved its description with a one-word change and set three goals for 2025: improving tree canopy health, identifying potential for increasing canopy, and creating public awareness. No formal votes were taken on specific actions; most items were discussed or deferred.

• Approved commission description with change from 'hiring' to 'approving'
• Set 2025 goals: improve tree canopy health, identify canopy expansion potential, create public awareness
• Deferred action on tree #369 (bark beetle treatment) until spring 2025
• Agreed to wait on tree #137 (river birch) to assess healing next season
• Scheduled deadwood removal and shaping for tree #357 (old library crabapple) for winter
• Prioritized dead limb removal for trees #41 and #42 (cherries) as major hazards
• Volunteered Jamie to remediate improper mulching around town trees
• Linus to submit grant proposal for Bartlett pruning work under Urban Forestry/Demonstration City Grant

Town Council

The Town Council will hold a public hearing and second reading of an ordinance that would increase required permanent open space in Planned Unit Developments from 10% to 30%. The meeting also includes approval of minutes, staff reports, and several new business items including special event requests and committee appointments.

• Second reading of ordinance to increase PUD permanent open space from 10% to 30% and reduce improved open space from 30% to 15%
• Special events requests: Christmas In Shepherdstown and a parade by Joann Moossy
• WV Almost Heaven High Swing and Selfie Sign presentation by Rick Caruso and Walt Eifert
• Tree Commission appointment of Robin McGrorty
• Personnel Committee appointment of Marcy Bartlett

The Shepherdstown Town Council approved several special events, including the Fairy Fest (Oct 26-27), Christmas in Shepherdstown, and a new Gay Pride Parade (June 1, 2025). They also approved a tree commission appointment and a committee appointment. No public hearings were held.

• Approved Fairy Fest event (unanimous)
• Approved Christmas in Shepherdstown event (unanimous)
• Approved Gay Pride Parade for June 1, 2025 (unanimous)
• Approved Almost Heaven High Swing and Selfie Sign project at Rumsey Park (unanimous)
• Approved Robin McGroty to Tree Commission (unanimous)
• Approved Marcy Bartlett to Personnel Committee (unanimous)

Water and Sanitary Board

The Water and Sanitary Board will consider and vote on three service applications for the Colonial Hills development, review financial reports and the annual PSC report, and discuss updates on water distribution construction, hydrant repairs, and lead service line inventory. The board will also define its purpose and goals for FY 2025 as requested by the mayor.

• Vote on Colonial Hills Phase 3 Step 2 service application
• Vote on Colonial Hills Phase 3A Step 1A service application
• Vote on Colonial Hills Phase 3B Step 1 service application
• Discussion of board's purpose and key goals for FY 2025
• Update on water distribution system construction

The Shepherdstown Water and Sanitary Boards approved service applications for Colonial Hills Phase 3 Step 2 (32 houses), Phase 3A Step 1A (45 houses), and Phase 3B Step 1 (15 houses). The boards also discussed financial reports, including a question about Water Bond 03-B payments, and set goals for FY 2025.

• Approved Colonial Hills Phase 3 Step 2 service application (32 houses)
• Approved Colonial Hills Phase 3A Step 1A service application (45 houses)
• Approved Colonial Hills Phase 3B Step 1 service application (15 houses)
• Approved minutes of August 22 meeting with spelling correction

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will discuss updates on pickleball court surface and boundary lines at Bane-Harris Park, playground equipment replacement, and a walking path extension at Cullison Park with a crushed glass option. Other items include stairway and railing updates at Rumsey Park, border installation at Viola Devonshire Park, and a review of the 2024 Bookmark the Park season. The committee will also consider grant opportunities, a member vacancy, the Hurley Estate, and strategic goals for FY2025.

• Pickleball court surface and boundary lines update at Bane-Harris Park
• Playground equipment replacement update at Bane-Harris Park
• Walking path extension to Rumsey with crushed glass option at Cullison Park
• Stairway from Mill Street update at Cullison Park
• Grant opportunities from Region 9

The Shepherdstown Parks and Recreation Committee approved the agenda and minutes, and received updates on several park projects. The playground equipment replacement at Bane-Harris Park was completed September 12. The committee discussed plans to apply pickleball court boundary lines at Viola Devonshire Park and to begin replacing the stairway at Cullison Park in October. No formal votes were taken on new business; the committee agreed to focus on existing projects.

• Approved meeting agenda – motion carried, no objections.
• Approved minutes of August 27, 2024 – motion carried, no objections.
• Playground equipment replacement at Bane-Harris Park completed September 12 by Miracle Recreation; invoice submitted for payment.
• Pickleball court boundary lines to be applied at Viola Devonshire Park next week when surface is dry.
• Pickleball nets at Bane-Harris Park and Viola Devonshire Park to be disassembled and stored after November meeting.
• Stairway replacement at Cullison Park from Mill Street to begin first week of October.
• Railing installation at Rumsey Park to begin next week.
• Committee agreed to concentrate on unfinished projects before creating new ones.

Public Works Committee

The Shepherdstown Public Works Committee will discuss several infrastructure projects, including the stormwater project at Fairfax Field and Mill Street, the Greater Shepherdstown Bike Path, and a wayfinding sign project. The committee will also review its purpose statement, meeting schedule, and strategic goals for FY25, and hear the Mayor's report on sidewalk repairs, recycling truck costs, and building painting.

• Discussion of stormwater infrastructure project at Fairfax Field & Mill Street
• Discussion of Greater Shepherdstown Bike Path
• Discussion of wayfinding sign project
• Mayor's report on sidewalk trip hazard repair on East German Street
• Estimated costs of purchasing a new truck for town recycling

The Public Works Committee discussed but tabled finalizing its purpose statement and FY25 strategic goals until member C Stroech could be present. The committee identified one priority goal: enhancing accommodations for pedestrians and bicyclists. No formal votes were taken on these items. Other discussions included updates on stormwater infrastructure, utility pole canvassing, and a bike path redesign.

• Tabled finalizing purpose statement and 2025 goals until C Stroech present
• Identified priority goal: enhance accommodations for pedestrians and bicyclists
• Discussed utility pole canvassing; L Bicker to assist C Stroech from mid-October
• Discussed stormwater project at Fairfax Field & Mill Street; not yet bid
• Discussed bike path redesign as sidewalk; cost study for sharrows proposed

Finance Committee

The Shepherdstown Finance Committee will meet to discuss old business items including a purpose statement, meeting schedule, strategic goals for FY25, a virtual financial officer, and a mini grant process. New business includes discussion on town reports, initial planning for the FY26 budget, and budget adjustments for staff salary increases and other items.

• Discussion on initial planning for FY26 Budget
• Budget adjustments for staff salary increases and other items
• Discussion on Town Reports for Finance Committee
• Virtual Financial Officer discussion
• Mini Grant Process discussion

The Shepherdstown Finance Committee approved a revised purpose statement adding the word 'monitoring' to describe its role in the budget process. The committee also approved its strategic goals for FY25, which include increasing public transparency about the budgeting process and town assets. No action was taken on budget adjustments for staff salary increases or on other new business items.

• Approved minutes of August 20 meeting with a wording change from 'Budget' to 'Finance' (unanimous)
• Approved minutes of August 29 special meeting (unanimous)
• Approved revised purpose statement adding 'and monitoring' to the committee's role regarding the budget process (Marcy moved, Marty seconded)
• Approved FY25 strategic goals, adding 'and town assets' to the Transparency item (Marty moved, Marcy seconded)
• Agreed to rename 'Mini Grant Process' to 'Community Grants' (no formal vote recorded)
• Tentatively agreed to meet on the third Thursday of each month at 6:00 p.m. (no formal vote recorded)

Tree Commission

The Shepherdstown Tree Commission will discuss changes in membership, review the Tree Commission Ordinance, and set processes for agendas, minutes, and maintenance requests. They will also address a tree inventory database, a water truck request, and numerous pending tree trimming, planting, and replacement requests across town.

• Review of Tree Commission Ordinance and membership changes
• Tree inventory database – options for accessibility and adding street addresses
• Water truck (275 gal) – estimated needs and formal request
• Pending tree work at 100 W. New Street, 216 W. German Street, and corner of Duke and High
• Budget discussion for FY 25 (began July 1, 2024) and Bartlett August 18 proposal for tree work

The Shepherdstown Tree Commission approved a new process for distributing draft agendas and minutes to allow regular attendee feedback before publication. The commission also discussed several tree care actions, including requesting Bartlett treat a birch tree for borers now while delaying pruning, and approving pruning for a flowering cherry tree. Members agreed to create a 'tree triage' list to help review pending Bartlett proposals.

• Approved new process for distributing draft agendas and minutes with opportunity for attendee feedback before finalization
• Agreed to request Bartlett treat birch tree (corner of Dule and German) for borers now, but wait on pruning and growth regulator
• Approved pruning of flowering cherry #274 (100 W. New St) now despite recommendation to wait until leaf drop
• Approved ASAP pruning of American linden #383 to remove dead wood and vines
• Agreed to request Bartlett solicit a new proposal for American linden #384
• Approved late season management work for trees #160, #161, #155, and #157
• Agreed to create a 'tree triage' database to help review pending Bartlett proposals
• Commission decided that soliciting bids for vendor work should be done by a Tree Commission member, preferably an arborist

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee will review and discuss old business items including downtown fall prevention, push-button entry doors for Town Hall, public transportation, bike routes, and hearing accessibility. New business includes drafting a committee purpose statement, setting strategic goals for FY 2025, and reviewing relevant parts of the Comprehensive Plan. The meeting is held via Zoom.

• Downtown Fall Prevention and Safety
• Push-Button Entry Doors for Town Hall
• Public Transportation Possibilities
• Greater Shepherdstown Bike Route
• Committee’s Strategic goals for FY 2025

The committee approved a formal purpose statement to guide its work. Members discussed downtown accessibility improvements, including sidewalk snow removal and push-button doors for Town Hall, and agreed to recommend using Zoom for public meetings. A draft of strategic goals will be prepared for the next meeting.

• Approved committee purpose statement unanimously
• Agreed to recommend Zoom for public meetings (not Facebook)
• Decided to add clarification that hearing accessibility equipment be used for all public meetings
• Agreed to have someone designated to ensure equipment is used effectively at meetings
• Linda will check on status of sidewalk snow removal and push-button entry doors for Town Hall

Town Council

The Shepherdstown Town Council will hold a regular meeting on September 10, 2024, to consider several items including a first reading of a zoning ordinance change, staff reports, and new business such as employee pay adjustments, a memorial plaque purchase, and planning for Halloween and Christmas events. The meeting will also include a public hearing on the proposed zoning amendment.

• First reading of an ordinance to revise Section 9-7A04 of the town code, changing space requirements
• Town Employee Pay Scale Adjustments
• Request from Tree Commission for purchase of a memorial plaque
• Special events requests: Christmas Parade (Dec 7) and Boo Fest (Oct 31)
• Magistrate Appointment

The council approved pay scale adjustments for town employees, recommended by the Water & Sewer Boards and Public Works Director Woody Coe, citing retention and hiring emergencies. The immediate cost to the town is $28,000, with no expected rate increase. The council also approved first reading of an ordinance increasing open space requirements for new developments, and approved several event permits and appointments.

• Approved employee pay scale adjustments as emergency (unanimous)
• Approved first reading of ordinance increasing open space requirements for new developments (unanimous)
• Approved purchase of memorial plaque for Pete Spaulding (unanimous)
• Approved Boo Fest special event request with German Street closure (unanimous)
• Approved Christmas Parade on December 7 (unanimous)
• Appointed Jim Auxer as Magistrate (unanimous)
• Approved purple ribbon placement on trees for Domestic Violence Awareness Month (unanimous)
• Approved minutes of August 13 and August 21 meetings (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will meet to approve previous minutes and review two applications: a gutter replacement at 407 E. German Street and a two-story addition at 102/104 S. King Street. A workshop will also discuss multiple renovations to the War Memorial Building.

• Application 24-22: Replace upper roof gutter and downspout at 407 E. German Street
• Workshop: Construction of a 36' x 24' two-story addition at 102/104 S. King Street
• Workshop: Multiple renovations to the War Memorial Building

The Shepherdstown Historic Landmarks Commission approved a request to replace gutters and a downspout at 407 E. German Street, citing the Historic District Design Guidelines. In a workshop, commissioners discussed but did not decide on proposals for the War Memorial Building and a two-story addition at 102/104 S. King Street, with the latter receiving unanimous disapproval of its scale and placement.

• Approved application 24-22 for gutter and downspout replacement at 407 E. German Street (unanimous)
• Discussed War Memorial Building repairs, no formal action taken
• Disapproved proposed two-story addition at 102/104 S. King Street (unanimous, workshop)

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee will meet to approve June minutes, review old business items including downtown fall prevention and a bike route, and discuss new business such as the Comprehensive Plan, a purpose statement, and strategic goals for FY25.

• Downtown Fall Prevention and Safety
• Greater Shepherdstown Bike Route
• Hearing accessibility
• Push-button entry doors for Town Hall
• Review of Comprehensive Plan Review document

The Age-Friendly Shepherdstown committee unanimously approved sending a letter of support for new hearing equipment at Town Hall, recommending consultation with local experts and training for council and staff. They also set meeting dates for September, October, and November, and discussed updates to the bike route and a purpose statement.

• Approved sending letter of support for Town Hall hearing equipment (unanimous)
• Recommended consulting local hearing experts and providing training for council/staff
• Recommended continued use of Zoom for town meetings to improve accessibility
• Set meeting dates: September 11, October 23, November 20, 2024

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will meet to discuss updates on several park projects, including pickleball court surface and boundary lines at Bane-Harris Park, playground equipment replacement, and a walking path extension at Cullison Park. The committee will also review grant opportunities, a member vacancy, and set strategic goals for FY 2025.

• Pickleball court surface and boundary lines update at Bane-Harris Park
• Playground equipment replacement at Bane-Harris Park
• Walking path extension from Cullison Park to Rumsey Park, including crushed glass option
• Stairway from Mill Street update at Cullison Park
• Grant opportunities from Region 9

The Shepherdstown Parks and Recreation Committee met on August 27, 2024, and discussed updates on several park projects including pickleball courts, playground equipment, walking paths, and a stairway. No new spending or policy decisions were voted on; the committee focused on progress reports and follow-up tasks.

• Approved agenda
• Approved minutes of June 25, 2024
• Adjourned meeting

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board will review and vote on minutes from prior meetings, financial and flow reports, and updates on water distribution construction and lead service line inventory. New business includes a briefing on an application from Forestar Real Estate Group for 32 single-family homes near the new Shepherdstown Library.

• Application from Forestar Real Estate Group for 32 single-family homes near the new Shepherdstown Library
• Update on Water Distribution System Construction
• Lead Service Line Inventory
• Water Department Newsletter review and vote
• W&S staff hiring, comp time, and salary comparisons

Finance Committee

The Shepherdstown Finance Committee will meet to approve minutes from May 2024 and discuss several financial items. Key topics include setting a purpose statement and meeting schedule, strategic goals for FY25, budget adjustments for FY25 and planning for FY26, proposed contracts for a Virtual Financial Officer and Comprehensive Plan Support, and mini grant guidelines.

• Proposed contract for Virtual Financial Officer
• Proposed contract for Comprehensive Plan Support
• FY25 budget adjustments and FY26 budget planning
• Committee's strategic goals for FY25
• Mini Grant Guidelines

The Shepherdstown Finance Committee approved a funding request of up to $24,500 for a consultant to assist with the 2024 Comprehensive Plan. The committee also discussed a proposed contract for a Virtual Financial Officer and set strategic goals for FY25, including increasing budget transparency and institutionalizing the budgeting process.

• Approved funding request up to $24,500 for Comprehensive Plan consultant (Marty moved, Marcy seconded, no vote tally recorded)
• Approved minutes of May 20, 2024 as submitted (Marcy moved, James seconded, no opposed)
• Discussed but did not finalize contract for Virtual Financial Officer with Star Chapman Group

Town Council

The Shepherdstown Town Council will hold public hearings on second readings of ordinances regulating pawnbrokers and changing the time and place of regular meetings. The council will also consider special event requests, funding for a mural and planters, and appointments to town committees.

• Second reading of Chapter 9, Title 8 Regulation of Pawnbrokers
• Second reading of Section 2-101 changing meeting time and place
• Special events: Freedom's Run (Oct 12) and Homecoming Parade (Oct 19)
• Request for additional funding for mural and planters
• Vote on appointments to Age Friendly Shepherdstown and Water Board

The council approved a $3,000 request for a mural and planters at the Alma Bea building, with concerns raised about lack of process and legal binding. The vote was 5-1-1 (one abstention). Other actions included approving special events for Freedom's Run and Homecoming Parade, and appointing citizen members to committees.

• Approved $3,000 for mural and planters at Alma Bea building (5-1-1)
• Approved Freedom's Run event for October 12, 2024 (unanimous)
• Approved Homecoming Parade for October 19, 2024 (unanimous)
• Approved second reading of pawnbroker regulation (unanimous)
• Approved second reading of meeting time/place code change (unanimous)
• Approved appointment of Jan Hafer and Charlotte Baker-Shenk to Age Friendly Shepherdstown (unanimous)
• Tabled appointment of Jack Eggleston to Water Board (no vote taken)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will review two new applications for property alterations: a front door replacement at 209 W. Washington Street and gutter work at 407 E. German Street. The meeting also includes a final review of the Comprehensive Plan goal and a discussion on a Heritage Education Grant consultant interview.

• Application 24-21: Replace front door at 209 W. Washington Street with custom Douglas Fir door of identical design
• Application 24-22: Replace south-facing upper roof gutter and SW corner downspout at 407 E. German Street
• Final review of Comprehensive Plan goal
• Heritage Education Grant consultant interview discussion

The Shepherdstown Historic Landmarks Commission approved application 24-21 to replace a front door at 209 W. Washington Street with a custom Douglas Fir door of identical design and color, retaining existing hardware. The commission also rescinded its July 29 motion selecting Betsy Sweeny for a Heritage Education Grant because the consultants had not been interviewed per SHPO requirements. Application 24-22 for gutter replacement at 407 E. German Street was tabled because the applicant was not present.

• Approved application 24-21: Replace front door at 209 W. Washington Street with custom Douglas Fir door of identical design and color, retaining existing hardware, per page 43(a) and (c) of the Historic District Design Guidelines (motion by C. Slater, second by R. Bicker, unanimous).
• Rescinded the July 29, 2024 motion selecting Betsy Sweeny for the Heritage Education Grant because consultants had not been interviewed per SHPO (motion by C. Slater, second by R. Bicker, unanimous).
• Tabled application 24-22: Replace south-facing upper roof gutter and downspout at 407 E. German Street (applicant not present).

Tree Commission

The Shepherdstown Tree Commission is meeting to approve June minutes, discuss unfinished business including comprehensive plan input, Monarch Way Station maintenance, and several tree planting and trimming requests, and consider new business items such as limb trimming and tree removal quotes.

• Comprehensive Plan 2024 input and corrections to misinformation
• Monarch Way Station garden design and milkweed weeding
• Suggestion to plant a White oak or Chinkopin oak at the bowl
• Tree trimming requests at 216 W German St, 206 W High St, and 100 W New St
• Bartlett and Viking quotes for tree work

The Shepherdstown Tree Commission approved a $4,875 proposal from Bartlett Tree Experts to trim five trees, including an Eastern Redbud, Lacebark Elm, Crimson King Norway Maple, and Honey Locust. The commission also approved several other tree trimming and vine removal requests from residents, and discussed plans for a Monarch Way Station, tree planting at Rumsey Park, and a plaque for a tree in front of Town Hall.

• Approved $4,875 Bartlett Tree Experts proposal to trim five trees (unanimous)
• Approved Viking quote to trim limbs at Merkel home (unanimous)
• Approved trimming branches and cutting vines at 100 W. New St (unanimous)
• Approved trimming tree at Church and High Streets (unanimous)
• Approved tree limb removal at 100 W. New St (unanimous)
• Approved May 9, 2024 draft minutes (unanimous)

Town Council

The Shepherdstown Town Council is holding its regular meeting on July 9, 2024, with a mix of ongoing business items, committee reports, and new business. Key topics include updates on the Market House, pedestrian path, water system improvements, and the Kalathas property, as well as a proposed ordinance related to pawnbrokers. The council will also consider appointments to the Age Friendly Committee and Library Board, discuss traffic and pedestrian safety on Highway 230, and review a proposed plan for pedestrian access to Shepherd Village. Most committee reports indicate no recommendations, and several meeting minutes are not yet available.

• Discussion on Chapter 8, Title 9 of the Code of Shepherdstown related to Pawnbrokers
• Water System Improvements update
• Proposed plan for pedestrian access to Shepherd Village
• Traffic and Pedestrian Safety (Highway 230) discussion
• Appointments to Age Friendly Shepherdstown and Shepherdstown Public Library Board

The Town Council approved $171,000 for new public works equipment and $25,000 for a new equipment operator/pipe fitter position, funded jointly by the Town, Water Board, and Sewer Board. Council also approved $3,000 for a mural on a private building, with further funding possible after property owner discussions. All other committee and commission appointments were tabled until a July 22 work session.

• Approved $171,000 for new public works equipment, motion by Cheryl Roberts, second by Linus Bicker, all in favor.
• Approved $25,000 for a new equipment operator/pipe fitter position, funded by Town ($25,000), Water Board ($25,000), and Sewer Board ($25,000), motion by Shannon Thomas, second by Cheryl Roberts, all in favor.
• Approved $3,000 for a mural on the Alma Bea building, with additional amounts to be considered after property owner discussions, motion by Marty Amerikaner, second by Shannon Thomas, all in favor.
• Approved on first reading Chapter 9, Title 8 of the Code of Shepherdstown related to pawnbrokers, motion by Chris Stroech, second by Linus Bicker, all in favor.
• Approved appointment of Mary Ann Hitt to the Shepherdstown Public Library Board of Trustees, motion by Cheryl Roberts, second by Marcy Bartlett, all in favor.
• Tabled all new Age-Friendly Shepherdstown member appointments until a work session on committees and commissions can be held.
• Approved the June 11, 2024 Town Council meeting minutes with suggested changes, motion by Cheryl Roberts, second by Marty Amerikaner, all in favor.
• Discussed but took no action on pedestrian access proposals for Shepherd Village, agreeing they need additional work and public vetting.

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board is meeting to review and approve minutes, discuss finances, and receive water and sewer flow reports. Key items include an update on the Water Distribution Project, equipment purchases, a board vacancy, new hires, and a meter issue with the Bavarian Inn. The board will also review a customer newsletter and goals from the Comprehensive Plan.

• Update on Water Distribution Project by Kenny Shipley
• Equipment new/replacements purchases by Charles Coe
• Main Pump Station PLC update by Kenny Shipley
• New hires: OIT Sewer, OIT Water, Pipe Fitter, Laborer
• Bavarian Inn meter issue

The Shepherdstown Water and Sanitary Boards approved the sewer and water portions of equipment expenditures, and approved the purchase of a software package to control MicroC dosing if it costs no more than $70K. They also recommended J. Auxer's appointment to the Water Board, with one dissenting vote. Several items were discussed but not decided, including a potential water rate increase and a new financial system.

• Approved sewer equipment expenditures (motion by Heyser, seconded by Keller)
• Approved water equipment expenditures (motion by Bresland, seconded by Godfrey)
• Approved purchase of MicroC dosing software if cost does not exceed $70K (motion by Heyser, seconded by Keller)
• Recommended Town Council approve J. Auxer's appointment to Water Board (4-1, Kemnitzer dissenting)
• Approved minutes of May 10, May 23, and May 30, 2024 meetings

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss updates on several park projects, including pickleball courts and playground equipment at Bane-Harris Park, a Flexi Pave surface at Cullison Park, and a kayak rental partnership at Riverfront Park. They will also review the Bookmark the Park schedule, fall prevention efforts, grant opportunities, and a committee vacancy. The meeting is primarily for discussion and updates, with no final decisions listed on the agenda.

• Pickleball court and playground equipment updates at Bane-Harris Park
• Flexi Pave update at Cullison Park, including extension to Rumsey and crushed glass option
• Kayak rental partnership at Riverfront Park with Jennifer Myers, JCPRC Director
• Stairway from Mill Street update at Cullison Park
• Bookmark the Park 2024 schedule attached

Town Council

This is a special meeting with a single purpose: to reconvene and certify the results of the June 4, 2024 Municipal Election. The agenda contains only procedural items—call to order, certification, and adjournment—with no other business or discussion items listed.

• Certify June 4, 2024 Municipal Election results

Town Council

The Shepherdstown Town Council will hold a second reading and vote on the garbage rate schedule ordinance, and a first reading of an erosion control and stream protection ordinance. They will also discuss and potentially act on a HOME Consortium resolution, a Preferred Growth Area letter, and pawnbroker regulations. Several updates will be given on the Market House, website, comprehensive plan, pedestrian path, and municipal election.

• Second reading of garbage rate schedule ordinance (Section 11-612)
• First reading of erosion control and stream protection ordinance (Title 9, Section 9-215)
• HOME Consortium FY 2025-2027 Resolution/Agreement
• Special event application for Shepherdstown Fairy Festival (Oct 2-27)
• Discussion on pawnbroker regulations (Chapter 8, Title 9)

The Shepherdstown Town Council approved the second reading of the garbage ordinance rate schedule, the first reading of an erosion control ordinance with a native vegetation addition, a resolution and agreement for the Home Consortium FY 2025, and a special event permit for the Shepherdstown Fairy Festival. The council also supported the Town Run Watershed Restoration Project and approved a letter on preferred growth areas. Several items were discussed without action, including the pedestrian path update and a pawnbroker ordinance first reading scheduled for July.

• Approved second reading of garbage ordinance rate schedule (unanimous)
• Approved first reading of erosion control ordinance with native vegetation addition (unanimous)
• Approved resolution for Home Consortium FY 2025 (unanimous)
• Approved cooperative agreement for Home Consortium FY 2025 (unanimous)
• Approved Shepherdstown Fairy Festival Oct 26-27 with street closure change (unanimous)
• Approved letter on preferred growth areas with minor additions (unanimous)
• Moved to support Town Run Watershed Restoration Project (unanimous)
• Moved to move forward with first reading of pawnbroker ordinance in July (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will hold a regular meeting and public hearing to review two new applications: a mural on a building at 202 E. Washington Street and a rear addition at 203 W. High Street. The commission will also discuss a Heritage Education Grant EOI review and a Comp Plan Review.

• Application 24-14: Mural on east-facing wall at 202 E. Washington Street
• Application 24-17: 2-story rear addition at 203 W. High Street
• Discussion: Heritage Education Grant EOI Review
• Discussion: Comp Plan Review

Town Council

This special meeting is to canvass and declare the results of the June 4, 2024 municipal election, set a bond amount for any recount request, and adjourn until June 12 to certify the results. The agenda is procedural, focused on election administration.

• Canvass and declare June 4, 2024 municipal election results
• Set bond amount for recount request
• Adjourn to June 12, 2024, 11:00 a.m. for certification

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board is meeting to approve water and sewer budgets for 2024-2025 and receive updates on several infrastructure projects, including the completed Water Plant Improvement Project and the ongoing Water Distribution Project. The board will also discuss a preferred growth area and review financial statements and flow/quality reports. One visitor, Daniel Sweeney, is scheduled to address the board.

• Approval of Water and Sewer budgets 2024-2025
• Water Plant Improvement Project – Complete update by Charles Coe
• Update on Water Distribution Project by Kenny Shipley
• 120 Water-Customer Surveys update by Stephanie Grove
• Discussion of preferred growth area with maps

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee is meeting to discuss ongoing projects, including the Greater Shepherdstown Bike Route and downtown fall prevention and safety. They will also address new business on hearing accessibility concerns and a potential relationship with an Age-Friendly University group. The meeting is largely a working session with progress reports and next steps.

• Greater Shepherdstown Bike Route: 'goat path' on W High St, signage (SU approvals, sharrows, wayfinding), next steps
• Downtown Fall Prevention and Safety: progress report, new members, next steps
• Hearing accessibility concerns
• Relationship with Age-Friendly University group

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss updates on several park projects, including pickleball courts, playground equipment, and Flexi Pave at Cullison Park. They will also hear about a kayak rental partnership at Riverfront Park and consider grant opportunities. The meeting is primarily for reviewing ongoing business and planning future topics.

• Pickleball court updates at Bane-Harris Park and Viola Devonshire Park
• Playground equipment replacement at Bane-Harris Park
• Flexi Pave updates and extension to Rumsey at Cullison Park
• Kayak rental partnership at Riverfront Park with Jennifer Myers, JCPRC Director
• Grant opportunities from Region 9

The committee voted to recommend that Town Council approve a $1,151.71 expense for repairing/rebuilding the stairway from Mill Street at Cullison Park. Other updates included pickleball use at Bane Harris Park, playground equipment issues, and a tentative June 2 event for the Bookmark the Park program. No decisions were made on kayak rental partnership, grant opportunities, or the Hurley Estate.

• Recommended $1,151.71 stair repair/rebuild at Cullison Park to Council (motion by Marty, second by Jenny)

Personnel Committee

The Shepherdstown Personnel Committee is meeting to review updates on several ongoing personnel matters, including employee handbook revisions, sexual harassment prevention training, and job descriptions. The committee will also discuss a potential change to term lengths, the status of a bid for a financial system, and pay increases for elected officials. New business includes exploring a rotation for supervisors to attend personnel meetings.

• Employee Handbook Revisions – update on HR consultant quote, pending
• Sexual Harassment Prevention Training – update, pending
• Term Length from 2 to 4 years – keep on agenda until after election
• Munis Financial System for HR/Payroll – bid status
• Pay increase for elected officials – Municipal League deadline May

Town Council

The Shepherdstown Town Council is holding a special meeting to discuss and take action on several items, including a state budget revision, a playground equipment proposal, a donation request from Shepherd University, and a written response to the Department of Energy regarding National Interest Electric Transmission Corridors. The meeting is open to the public, with rules for public comment and document requests.

• State Budget Revision #1 – Discussion/Action
• Playground equipment proposal – Discussion/Action
• Shepherd University Donation Request – Discussion/Action
• Written response to Department of Energy re: National Interest Electric Transmission Corridors – Discussion/Action

The Shepherdstown Town Council approved State Budget Revision #1, a $63,337 playground equipment proposal, and a $4,500 donation request from Shepherdstown University for library tables and chairs. A discussion on a letter opposing National Interest Electric Transmission Corridors was tabled for further research.

• Approved State Budget Revision #1 (unanimous)
• Approved $63,337 playground equipment proposal (unanimous)
• Approved $4,500 donation to Shepherdstown University for library tables and chairs (unanimous)
• Tabled written response to Department of Energy on transmission corridors for further research

Public Works Committee

The Shepherdstown Public Works Committee is meeting to discuss unfinished business including property maintenance code issues, road paving, recycling grants, sidewalk repairs, and a FEMA flood study. New business includes signage requests and a stormwater infrastructure project. The agenda also includes updates on the Market House and wayfinding signs.

• Paving of Princess St. from High St. to boat landing – letter to DOH to be drafted
• Recycling grant for glass garbage truck – applied in 2024
• Stormwater Infrastructure Project at Fairfax Field & Mill Street – $5,200
• FEMA study report – flood zones to be redesignated to AE zone
• Second phase of sidewalk repair

Finance Committee

The Shepherdstown Finance Committee is meeting to discuss and potentially act on three items: a state budget revision, a playground equipment proposal, and a donation request from Shepherd University. No dollar amounts or specific details are provided in the agenda.

• State Budget Revision #1 - Discussion/Action
• Playground equipment proposal - Discussion/Action
• Shepherd University donation request - Discussion/Action

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing on May 20, 2024. They will review three new applications: a porch replacement at 204 S. King Street, a hanging business sign at 109 S. Princess Street, and a retaining wall and fence at 215 W. New Street. The commission will also discuss forming subgroups to vet steering committee recommendations for the 2024 Comprehensive Plan review. The agenda includes approval of the previous month's minutes and a staff report.

• Application 24-13: James and Linda Walker, 204 S. King Street — replace rear porch with new covered porch on 6x6 posts, shingle roof, stamped concrete foundation, skylights, gutters, downspouts
• Application 24-15: Caitlin Degenfeld, 109 S. Princess Street — display 5 sq ft hanging business sign from decorative iron bracket
• Application 24-16: James Gatz, 215 W. New Street — install 70 ft stone retaining wall (18-24 in high) along Back Alley and S. Duke Street, plus ~90 ft of 6 ft picket fence with rear gate
• Continuing Business: Comp Plan 2024 Review — discuss subgroups to vet steering committee recommendations

The Shepherdstown Planning Commission unanimously approved three applications: a porch replacement at 204 S. King Street, a hanging business sign at 109 S. Princess Street, and a stone retaining wall and fence at 215 W. New Street. All applications met zoning requirements and received Historic Landmarks Commission (HLC) certificates of appropriateness where needed. No other substantive decisions were made.

• Approved application 24-13 for porch replacement at 204 S. King Street (unanimous)
• Approved application 24-15 for a 5-square-foot hanging business sign at 109 S. Princess Street (unanimous)
• Approved application 24-16 for a stone retaining wall and picket fence at 215 W. New Street (unanimous)

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board is holding a special meeting to discuss and potentially act on the 2024-2025 Water Department Budget. The agenda includes only this budget item, along with routine call to order and adjournment.

• 2024-2025 Water Department Budget – Discussion/Action

The Water Board approved the 2024-2025 water department budget after agreeing to change the depreciation expense from $400,000 to $175,000 (9.2% of operating expenses) and increase Other Water Revenues from $1,000 to $10,000 to reflect expected hook-up fees. The motion was approved without further discussion.

• Approved 2024-2025 water department budget with depreciation set at $175,000 and Other Water Revenues at $10,000

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board is meeting to review financial statements, flow and quality reports, and discuss unfinished business including the Water Plant Improvement Project, Water Distribution Project, customer surveys, board member terms, and the 3M PFAS settlement. They will also set dates for upcoming budget meetings and update the Source Water Protection Plan.

• Water Plant Improvement Project update
• Water Distribution Project update
• 120 water-customer surveys update
• 3M PFAS settlement discussion
• Budget meetings: Water May 10, 1:00 p.m.; Sewer May 8, 1:00 p.m.

The Water Board approved the 2024 Source Water Protection Plan update as prepared, after a public meeting. The boards also nominated J. Bresland and R. Keller for new terms on the Water and Sewer Boards, respectively. The water distribution project is set to start April 29, and budget meetings were scheduled for May 8 and 10.

• Approved 2024 Source Water Protection Plan update (motion by Godfrey, seconded by Kemnitzer, approved without discussion)
• Nominated J. Bresland for another term on Water Board and R. Keller for another term on Sewer Board (motion by Kemnitzer, seconded by Godfrey, approved without discussion)
• Approved minutes of March 28, 2024, regular meeting without comment
• Scheduled budget meetings: Sewer on May 8 at 1:00 p.m., Water on May 10 at 1:00 p.m. (general approval)

Historic Landmarks Commission

The commission approved two applications: a roof-mounted solar array at 331 W. High Street and demolition/reconstruction of rear additions at 310 W. German Street, both unanimously. A workshop discussed a proposed garage at 218 S. Duke Street and a roof alteration at 103 W. New Street. The commission also recommended Rebecca Bicker for a Planning Commission appointment.

• Approved application 23-29 for solar array at 331 W. High Street (unanimous)
• Approved application 24-08 for demolition and new additions at 310 W. German Street, subject to wood decking (unanimous)
• Recommended Rebecca Bicker for Planning Commission appointment (unanimous)

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board is meeting to review financial statements and water/sewer flow reports. They will also discuss unfinished business including the Water Plant Improvement Project, the Water Distribution Project, customer surveys, board member terms, and the 3M PFAS settlement. The meeting includes approval of the previous month's minutes and a report on hydrants.

• Review and approval of February 29, 2024 minutes
• Financial statements review
• Water Plant Improvement Project update
• Water Distribution Project update
• 3M PFAS settlement discussion

The Water and Sanitary Boards approved the minutes from the February 29, 2024 meeting with revisions. They discussed the Jefferson County School Board's decision not to connect to Shepherdstown water and sewer for the new elementary school, noting it was too late to change. The boards also reviewed financial statements, with plans for a deeper dive next month, and received updates on water plant and distribution projects.

• Approved minutes from February 29, 2024 meeting with revisions
• Discussed school board's decision not to connect to town water/sewer for new elementary school
• Planned deep dive into finances for next month, requested questions by April 11
• Received update: water plant improvement project on schedule for completion by April 4
• Received update: water distribution project expected to start in 2 weeks
• Agreed to postpone discussion of J. Bresland and R. Keller's terms until next month
• Agreed to include non-technical information in future Water Quality reports, led by S. Kemnitzer and J. Ford
• Noted hydrant work will occur after current school year to minimize disruptions

Public Works Committee

The Shepherdstown Public Works Committee is meeting to discuss ongoing property maintenance code issues, road paving, recycling grants, and stormwater infrastructure. The committee will also review garbage rates and consider new business items including wayfinding signs, annexation, and a landscaping contract.

• Paving of Princess St. from High St. to boat landing – letter to DOH to be drafted
• Recycling grant for glass garbage truck – applied in 2024
• Stormwater Infrastructure Project at Fairfax Field & Mill Street – $5,200
• Painting of Station at Shepherdstown – to be done in Spring
• International Building Code discussion

The Public Works Committee approved a 10% increase in garbage rates for this year, continuing a previously approved multi-year incremental increase plan. The committee also approved applying for a recycling grant for a glass collection truck and set a 6-month response timeframe for a property maintenance issue at 349 W. German St. A $5,200 match for a stormwater infrastructure grant was referred to the Finance Committee.

• Approved 10% garbage rate increase for this year (motion by CS, second by MA)
• Approved applying for a recycling grant for a garbage truck for glass (motion by MA, second by CS)
• Set 6-month response timeframe for property maintenance issue at 349 W. German St.
• Referred $5,200 match for stormwater infrastructure grant to Finance Committee
• Approved minutes from February 2024 meeting (motion by MA, second by CS)

Water and Sanitary Board

The Shepherdstown Water and Sanitary Boards will meet to review financial statements, flow and quality reports, and updates on water infrastructure projects. They will also discuss a future sewer service line connection for Crossroads Church on Rt. 45 and the 3M PFAS settlement. The agenda includes routine items like minutes approval and hydrant reports.

• Update on Water Distribution Project, start approximately April 1, 2024
• Update on SCADA system ordered for WWTP
• Discussion of 3M PFAS settlement
• Future sewer service line connection for Crossroads Church, Rt. 45
• Review of financial statements and flow/quality reports

The Water Board voted unanimously to reverse its earlier decision to opt out of the nationwide PFAS class-action lawsuit against Dow Chemical, following strong advice from the litigation team and the presiding judge that opting out could be costly and irreversible. The Board also let its contract with 120Water expire in March and will instead use a state-funded technical service provider to complete the Lead-Copper Rule (LCRR) report. Other actions included not accelerating repayment of a 3B Bond expiring in June 2024 and directing staff to study new commercial sewer connections for the Crossroads property and a convenience center.

• Reversed PFAS lawsuit opt-out, joined class action against Dow Chemical (unanimous)
• Let 120Water contract expire, will use state-funded provider for LCRR report (unanimous)
• Decided not to accelerate repayment of 3B Bond expiring June 2024
• Directed staff to study feasible sewer connection routes for Crossroads property and new convenience center (unanimous)

Public Works Committee

The Public Works Committee approved applying for stormwater grant funding for the Fairfax Blvd Bioswale and N. Mill Street projects. They also discussed the need for a building code enforcement officer and decided to include snow removal in the landscaping contract. A motion to approve the minutes of the previous meeting was passed.

• Approved applying for stormwater grant funding for Fairfax Blvd Bioswale and N. Mill Street projects
• Approved minutes from January 22, 2024 meeting
• Decided to include snow removal in the upcoming landscaping contract

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board will review finances, water and sewer reports, and unfinished business including the Water Plant Improvement Project and Water Distribution Project. New business includes mainline extension renewal terms, an ordinance revision on erosion and stream protection, and board member terms. The board will also consider purchasing a utility truck with quotes ranging from $179,968 to $199,992.

• Utility truck purchase: Ourisman $179,968, Hagerstown Ford $192,519, Curry Supply $199,992
• Mainline Extension Renewal Terms letter discussion
• Ordinance Revision on erosion and stream protection
• Water Plant Improvement Project update by Jeff Ekstrom
• Water Distribution Project update with Army Corps of Engineers email

The Water and Sanitary Boards approved the purchase of a new utility truck with costs split 25% water budget ($45K), 25% sewer budget ($45K), and 50% Corporation of Shepherdstown budget ($90K). They also approved a return self-mailer option for the 120 Water Survey and the newly revised Mainline Extension process for contractor requests. Discussion of the water budget was postponed to the February 29 meeting, and a conversation about addressing board vacancies was delayed 30 days for further research.

• Approved purchase of a new utility truck with costs assigned: 25% ($45K) from water budget, 25% ($45K) from sewer budget, and 50% ($90K) from Corporation of Shepherdstown budget.
• Approved the return self-mailer option for the 120 Water Survey.
• Approved the newly revised Mainline Extension process for contractor requests.
• Postponed discussion of the water budget until the February 29 meeting.
• Postponed conversation about addressing board vacancies for 30 days for further research.