Shepherdstown public meetings in 2025

Public Works Committee

The Public Works Committee will review minutes from October 27, 2025, hear public comment, and discuss unfinished business including construction project status, a proposed bench donation, bike trail sharrows and signs, the walking/bike path to Morgan Grove Park, and three green infrastructure projects. New business includes a proposed community composting project.

• Status of current construction projects and next steps
• Proposed donation of two benches
• Updates to Bike Trail (additional sharrows and signs)
• Status of Walking/Bike Path to Morgan Grove Park
• Status of three Green Infrastructure Projects

Town Council

The Shepherdstown Town Council will review applications for a Project Manager position, consider procurements for codification services and an integrated financial system, and approve the June 2, 2026 Municipal Election Calendar. The meeting also includes a Mayor's Report and standard procedural items.

• Review of applications for the Project Manager position
• Procurement of Codification Service
• Procurement of Integrated Financial System
• Approval of the June 2, 2026 Municipal Election Calendar

The council selected Karl Musser for the Project Manager position, approved the June 2 municipal election calendar, and discussed proposals for codification services and an integrated financial system. Officer Kevin Gayle was also hired.

• Selected Karl Musser for Project Manager position (unanimous)
• Approved June 2 municipal election calendar (unanimous)
• Awarded codification service contract (unanimous)
• Discussed integrated financial system; further review requested
• Hired Officer Kevin Gayle (mayor's report)

Finance Committee

The Shepherdstown Finance Committee will consider two contract recommendations: one for codification services and another for a Financial Services ERP system. The meeting is scheduled for December 18, 2025, at Town Hall and via Zoom. No other substantive items are on the agenda.

• Recommendation re Contract for Codification Services
• Recommendation re Contract for Financial Services ERP system

The committee reviewed two bids for codification services and will present full details to the Town Council for a vote. It also recommended Edmunds for the ERP financial and utilities system, contingent on no new adverse information.

• Deferred decision on codification contract pending staff clarification
• Recommended Edmunds ERP system to full Town Council

Personnel Committee

The Shepherdstown Personnel Committee is meeting to review applications for the Project Manager position. No other business or decisions are on the agenda.

• Review of applications for the Project Manager position

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee will meet via Zoom to approve November minutes, review old business including bike route and safety updates, and consider a new committee membership application. The meeting is primarily a discussion and update session with no major decisions or financial items on the agenda.

• Bike route update
• Safety and fall prevention update including snow/ice removal plans and a request to the Tree Commission
• Hearing accessibility update
• Public transportation update
• Action plan revision

The Age-Friendly Shepherdstown committee unanimously agreed that no official town meetings should be held in venues lacking satisfactory hearing accessibility equipment and processes. They also approved the November minutes and discussed ongoing projects like bike route signage, safety improvements, and a potential AARP grant application.

• Approved November minutes (unanimous)
• Unanimously agreed no official town meetings in venues without satisfactory hearing accessibility equipment and processes
• Discussed removing bricks from downtown tree wells for safety (no formal action)
• Discussed potential 2026 AARP Community Challenge Grant application (no formal action)

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing on December 15, 2025. They will review three applications: a stormwater abatement project at St. Agnes Catholic Church (200 South Duke Street), a fence replacement at 211 East High Street, and a previously approved variance at 103 Ray Street. The commission will also discuss the value of historic preservation with the Historic Landmarks Commission president and receive a report from Town Council. The agenda includes approval of November minutes and discussion of an executive summary.

• 25-36: Stormwater abatement project at 200 South Duke Street (St. Agnes Catholic Church) - installation of new underground storm network and minor grading
• 25-38: Fence permit at 211 East High Street - replace black temporary fence with black aluminum permanent fence (5 ft tall, exceeds 4 ft zoning limit)
• 25-16: Variance at 103 Ray Street - approved by Board of Zoning Appeals
• Discussion with Keith Alexander, President of Historic Landmarks Commission, on value of historic preservation
• Report from Town Council and discussion of executive summary

Tree Commission

The Shepherdstown Tree Commission will meet to approve prior minutes, hear public comments, and discuss unfinished business including the tree action log, approved species list, FY2026 tree planting, Arborscope, grant funding, and the Jefferson County Tree Canopy Plan. New business includes a citizen concern about bricks on West German Street and an inquiry about tree wells at Sage Place.

• Review of pending and completed tree actions via the Tree Action Log
• Approved Species List update (James and Jamie)
• FY2026 Tree Planting discussion
• Arborscope update
• Grant funding opportunities

The Shepherdstown Tree Commission approved Christmas decorations for the iconic crab apple tree, with Linus coordinating with ecological services to avoid pruning conflicts. The commission also discussed plans for planting Carex woodii in Sage Place tree wells in January, approved a stump grinding proposal from Viking, and reviewed various tree maintenance actions across town.

• Approved Christmas decorations on iconic crab apple tree
• Approved November 13, 2025 minutes unanimously
• Approved Viking stump grinding proposal
• Plans to order Carex woodii for Sage Place tree wells in January
• Decided not to move Bistro tree well; will plant Okami Cherry instead
• Approved Ecological Services bid for German and Duke work (completed except lilac)

Town Council

The Shepherdstown Town Council will vote on minutes from five prior meetings, hear public comments, and consider event requests including Frosty Fest and the Second Annual Gay Pride Parade. Ongoing business includes a Grants Committee policy, the status of tenants and remaining trailers at the Mill Street property, and scheduling a town hall on the Comprehensive Plan. New business covers a community composting project, a proposed police personnel pay scale, and a staff holiday bonus. The council will also receive reports from multiple committees, commissions, and boards.

• Proposed Police Personnel Pay Scale
• Staff Holiday Bonus
• Frosty Fest and Second Annual Gay Pride Parade event requests
• Tenants and remaining trailers at Mill Street Property
• Town Ordinance Codification Service procurement

The Town Council unanimously approved a new police personnel pay scale with amendments making increases performance-based rather than automatic, requiring satisfactory annual ratings and time-in-service steps. The council also approved a $17,000 staff holiday bonus, three event requests (Frosty Fest, Second Annual Gay Pride Parade, Peace In the Middle East), two committee appointments, a Grants Committee Policy, and the removal of abandoned trailers on Mill Street.

• Approved police pay scale with performance-based increases, satisfactory annual rating requirement, and time-in-service step requirements
• Approved $17,000 total staff holiday bonus
• Approved Frosty Fest event request
• Approved Second Annual Gay Pride Parade event request
• Approved Peace In the Middle East event request
• Approved appointment of Leigh Ann Evanson to Age Friendly Shepherdstown Committee
• Approved appointment of Kathleen Stratton to Water Board
• Approved Grants Committee Policy

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will consider two permit applications: one for exterior work at 211 East High Street and another for repairs at the Shepherd Burial Ground. The meeting also includes approval of previous minutes, discussion of the Heritage Education Plan, and evaluation of the town's Certified Local Government status.

• 25-38 – 211 East High Street: Replace damaged black shutters, repaint front door black, replace temporary fence with black aluminum permanent fence
• 25-39 – 104 West New Street Shepherd Burial Ground: Repair iron gate and stone foundation including stone steps
• Comments on the Heritage Education Plan
• Evaluation of Shepherdstown CLG (Certified Local Government)

Water and Sanitary Board

The Shepherdstown Water and Sanitary Boards are meeting jointly to approve October 2025 meeting minutes, review flow and quality reports, and discuss financial reports including budget versus actuals, a membrane replacement reserve recommendation, and a briefing on Public Service Commission reports. They will also address unfinished business regarding the Colonial Hills Phase 3A Step One application.

• Vote to approve October 2025 Sanitary Board Minutes
• Vote to approve October 2025 Water Board Minutes
• Financial reports: Budget vs Actuals, Membrane Replacement Reserve recommendation, PSC reports briefing
• Colonial Hills Phase 3A Step One Application (unfinished business)

Finance Committee

The Shepherdstown Finance Committee will consider proposals for audit or review services for FY25, receive an update on financial reporting software, discuss staff holiday bonuses, and review the police salary scale. These items are under ongoing and new business; no final decisions are recorded in the agenda.

• Proposals for audit/review services for FY25
• Financial reporting software status update
• Staff holiday bonuses discussion
• Police salary scale review

The committee unanimously approved a motion to score two audit proposals for FY 2025 and 2026, with BHM rated as meeting the town's needs more completely. Discussion also covered police salary scales and staff holiday bonuses, but no final decisions were made on those items.

• Approved motion to score two audit proposals for FY 2025 and 2026 (unanimous)
• Rated BHM proposal as meeting needs more completely (unanimous)

Upcoming Events

The Shepherdstown Board of Zoning Appeals is meeting to approve the decision and order from its November 13, 2025 meeting. The agenda contains only procedural items with no new business or public hearings.

• Approve Decision and Order of November 13, 2025

The Shepherdstown Board of Zoning Appeals granted a variance to Jamie Disterhaupt and Modern Renovations for an addition to the existing home at 103 Ray Street, overturning the Planning Commission's denial. The variance allows the addition despite side yard setbacks that do not meet the R-1 zoning requirement of at least 12 feet, because the lot is only 44 feet wide and not accessible by a rear alley. The decision was made unanimously after a public hearing on November 13, 2025.

• Granted variance for addition at 103 Ray Street (unanimous)
• Determined appellants have standing to appeal
• Found no conflicts of interest among board members
• Closed public hearing unanimously

Grants Committee

The Shepherdstown Grants Committee will meet to review updates to the town's grant application procedures and form, discuss a database of potential grant projects, and receive updates on the open grant writer position and volunteer applicants. The committee will also discuss upcoming grant opportunities.

• Review updates to the Town’s grant application procedures and form
• Discuss database of potential grant projects that align with Town priorities
• Update on status of town grant writer open position
• Update on status of grant committee volunteer applicants
• Discuss upcoming grant opportunities

The committee discussed pending Town Council review of updated grant guidelines, continued interviews for a grant writer position, and a potential BUILD grant for sidewalk or pedestrian safety projects. No formal votes or decisions were taken; all items remain in discussion or pending stages.

• Updated grant guidelines pending Town Council feedback — no action taken
• GrantFinder membership considered; demo with National League of Cities to be arranged
• Town grant writer position still pending further interviews
• Mary Fortuna's application for vacant committee seat pending
• Comprehensive Plan review for grant project list underway
• 2025 Congressionally Directed Spending requests to be reviewed before January meeting
• BUILD grant opportunity discussed for sidewalk/pedestrian safety near Sage Place; deadline Feb 24

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will meet to discuss updates on several parks, including walking path extensions, sign installations, and lighting projects. They will also consider a new application for Bike Friendly Community designation. The meeting includes approval of previous minutes and other routine business.

• Bane-Harris Park update by C. Roberts
• Cullison Park walking path update/extension to Rumsey and surface update
• Riverfront Park Town Run Watershed sign installation awaiting Planning Commission approval
• Rumsey Park projects: Almost Heaven WV Swing, flowers/plantings, lighting/electrical
• Boat ramp proposal requiring additional information

Town Council

The Shepherdstown Town Council will hold a special meeting to review a recommendation for a Project Manager position and discuss committee communications and reporting procedures. No other substantive business is on the agenda.

• Review recommendation for Project Manager position
• Discussion of Town Council committee communications and reporting procedures

The Town Council discussed improving communication between committees and the full Council, reaching consensus that committee chairs will provide brief summaries of their meetings for inclusion in upcoming Council packets. No formal decisions were made; the item was discussed and agreed upon informally. The meeting was otherwise procedural, with no votes on substantive matters.

• Consensus to require committee chairs to submit up to 2-paragraph summaries for Council packets

Personnel Committee

The Shepherdstown Personnel Committee is meeting to review applications for the Project Manager position. No other business is scheduled.

• Review of applications for the Project Manager position

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee will meet via Zoom to approve September minutes, discuss ongoing projects including bike routes, fall prevention, public transportation, and hearing accessibility, and consider revisions to the action plan.

• Approval of September meeting minutes
• Update on Bike Route project
• Discussion of Safety and Fall Prevention initiatives
• Update on Public Transportation efforts
• Revision of the Action Plan

The Age-Friendly Shepherdstown committee approved the September meeting minutes and discussed several ongoing projects, including bike route improvements, a sidewalk to Morgan's Grove Park, fall safety, and public transportation. No formal votes were taken on new business items.

• Approved September meeting minutes (unanimous)
• Expressed support for Leigh Ann Evanson's plan to apply for Bike-Friendly Town designation
• Discussed sending bids for Morgan's Grove Park sidewalk in winter to allow spring construction
• Discussed removing bricks in German St tree wells to reduce trip hazards
• Discussed installing a handrail near railroad tracks on German St after a serious fall
• Noted that university-town collaboration using EPTA campus shuttle buses is off the table
• Forming a work group to explore transportation options including purchasing a minivan
• Agreed to ensure hearing accessibility equipment at upcoming Comprehensive Plan meeting

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review six applications, including fence installations, screened porch constructions, and a storm structure modification. The agenda also includes approval of previous minutes and updates on meeting dates.

• 25-18 101 Ray Street: six-foot fence installation
• 25-32 205 North Duke Street: six-foot privacy fence for pool
• 25-33 213 West High Street: board fence and gates
• 25-34 48 Shepherd Village Circle: screened porch replacement
• 25-36 200 South Duke Street: storm structure modification

The Planning Commission approved a six-foot privacy fence at 205 North Duke Street and a fence at 213 West High Street, citing safety concerns on the busy corridor. A stormwater mitigation proposal from St. Agnes Church was deferred pending a legal opinion on jurisdiction and an independent engineering review. Two porch applications in Shepherd Village were moved to January at the applicant's request, and a fence application at 101 Ray Street was deferred due to the applicant's absence.

• Approved 6-ft privacy fence at 205 North Duke Street (4-0)
• Approved fence at 213 West High Street (4-0)
• Deferred stormwater project at 200 South Duke Street pending legal opinion and independent engineering review
• Moved porch application at 48 Shepherd Village Circle to January meeting at applicant's request
• Moved porch application at 30 Shepherd Village Circle to January meeting at applicant's request
• Deferred fence application at 101 Ray Street due to applicant absence
• Approved minutes from October 20, 2025 meeting (4-0)

Upcoming Events

The Shepherdstown Board of Appeals will hold a public hearing on November 13, 2025, to consider an appeal by Jamie Disterhaupt and Shawn Wolford regarding a Planning Commission decision from August 18, 2025, concerning property at 103 Ray Street. The appellant is seeking a variance from Section 9-508 of the Zoning Ordinance, which governs required lot area, lot width, and yards in residential districts. The board will take testimony, deliberate, and vote on whether to grant the variance based on criteria in Sections 9-1008 and 9-1009.

• Appeal by Jamie Disterhaupt/Shawn Wolford regarding Planning Commission decision of August 18, 2025
• Variance request from Section 9-508 'Required Lot Area, Lot Width and Yards in Residential Districts'
• Property address: 103 Ray Street
• Board will consider findings under Sections 9-1008 (variances) and 9-1009 (limitations, guides, standards)
• Public hearing scheduled for 6:00 p.m. on November 13, 2025

Tree Commission

The Shepherdstown Tree Commission will discuss pending and completed tree actions, the approved species list, FY2026 tree planting, and grant funding. New business includes assessing a dead tree, decorations at the Welcome Center, and hazardous limbs on Rocky and High Streets.

• Review of Tree Action Log for pending and completed actions
• Discussion of Approved Species List
• FY2026 Tree Planting planning
• Assessment of Tree 228 (dead tree) and Tree 357 (Welcome Center decorations)
• Hazardous limbs on Rocky and High Street; fallen branch on High Street

The Shepherdstown Tree Commission approved a $240 bid from Ecological Services for work at German and Duke streets, including the lilac on German & Princess. The commission also discussed multiple pending tree actions, including stump removal, tree well improvements, and coordination with the state and university for future plantings. A proposal from Ecological Landscaping for root collar excavations was approved to correct mulch buildup around tree trunks.

• Approved the $240 bid from Ecological Services for work at German and Duke streets, including the lilac on German & Princess.
• Approved the proposal from Ecological Landscaping for root collar excavations to correct mulch buildup around tree trunks.
• Approved the October 9, 2025 minutes unanimously.
• Linus will develop a packet for the Historic Landmarks Commission regarding the Town Hall Sugar Maple site and proceed with vendor procurement contingent on HLC approval.
• Linus will submit a new grant application to the state, including funds for Arborscope.
• Linus will write up options for an annual tree services contract for review at the December meeting.
• Charlotte will compile the proposed tree list from September minutes for review at the December meeting.
• Linus will coordinate with Shepherd University about planting approximately 15 small multi-stem trees on W. High St. overlooking the baseball field.

Town Council

The Shepherdstown Town Council will hold a public hearing on a second reading ordinance to amend Planning Commission membership. The council will also discuss an annexation request, holiday event plans, and a town honorarium. Ongoing business includes the Town Project Manager position, a consultant for planning and zoning, and the status of Hurley Park property.

• Public hearing on second reading ordinance amending Planning Commission membership
• Annexation request
• Consultant to assist with planning and zoning matters
• Status of Hurley Park property
• Planning for December 9 public meeting on Comprehensive Plan implementation

The Shepherdstown Town Council approved the revised Shepherdstown Community Grant Package and a draft contract with Urban Designs Ventures for planning and zoning consulting. The council also unanimously approved several event requests, including the Christmas in Shepherdstown Kick-Off/Tree Lighting, December First Friday, Rotary Club Christmas Parade, and Shepherdstown Street Fest. Three new members were appointed to the Building Commission. The council entered executive session to discuss a town honorarium, which was approved unanimously with the recipient's name kept confidential.

• Approved revised Shepherdstown Community Grant Package (unanimous)
• Approved draft contract with Urban Designs Ventures for planning and zoning consulting (unanimous)
• Approved Christmas in Shepherdstown Kick-Off/Tree Lighting event (unanimous)
• Approved December First Friday event as amended (unanimous)
• Approved Rotary Club Christmas Parade (unanimous)
• Approved Shepherdstown Street Fest event (unanimous)
• Appointed Stephen Skinner, Elise Baach, and Andrew Singletary to the Building Commission (unanimous)
• Approved town honorarium in executive session (unanimous, recipient confidential)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will consider four permit applications for fences and gutter work on historic properties, review minutes from October, and discuss ongoing business including the Princess Street Empire property status and draft education materials.

• 25-18 – 101 Ray Street: fence permit for six-foot fence (excluding front)
• 25-32 – 205 North Duke Street: privacy fence for pool protection
• 25-33 – 213 West High Street: six-foot board fence, three gates, black wire
• 25-37 – 335 West German Street: gutter protection, adjustments, and spout
• Report on Princess Street Empire Property status

The Historic Landmarks Commission recommended approval of two fence projects to the Planning Commission, with conditions on one, and approved a gutter protection installation. The commission also voted to change its meeting schedule to the first Monday of the month starting January 2026 and discussed draft educational materials needing significant revision.

• Recommended approval of 25-32 (205 N Duke St) wood fence project to Planning Commission
• Recommended conditional approval of 25-33 (213 W High St) fence project, excluding wood fence portion along stone wall
• Approved 25-37 (335 W German St) gutter protection installation (5-0)
• Approved meeting schedule change to first Monday of month starting January 5, 2026 (5-0)
• Approved October 2025 minutes as amended (5-0)

Personnel Committee

The Shepherdstown Personnel Committee is meeting to review applications for the Project Manager position. No other business is scheduled.

• Review of applications for the Project Manager position

Town Council

The Shepherdstown Town Council will hold a special meeting to discuss a draft agreement with beneficiaries regarding Hurley Park. The agenda contains only this one substantive item, with the rest being procedural.

• Draft agreement with beneficiaries regarding Hurley Park

The Shepherdstown Town Council voted 3-1 to authorize Mayor Gatz to approve and sign the agreement reached with the Hurley beneficiaries regarding Hurley Park. The motion was made by Cheryl and seconded by Marty, with Linus opposed. The meeting was brief, lasting only five minutes, and no other substantive decisions were made.

• Authorized Mayor Gatz to sign Hurley Park agreement (3-1)

Finance Committee

The Shepherdstown Finance Committee is meeting to discuss ongoing business, including reviewing projects approved with the FY26 budget, community grant procedures, and purchasing financial reporting software. They will also consider proposals for PSC reporting, audit/review services for FY25, and planning/zoning ordinance review. A proposal to close a sewer working capital account and transfer its balance is on the agenda.

• Review of projects/initiatives approved with FY26 Budget
• Community Grant Procedure discussion
• Purchase of Financial Reporting Software – Discussion
• Proposals for Audit/Review services for FY25
• Proposal to close Sewer Working Capital acct **5846 and transfer balance to cash working cap reserve **8615

Grants Committee

The Shepherdstown Grants Committee will meet to review updates to the Town's grant application procedures and form, discuss a database of potential grant projects aligned with Town priorities, and receive updates on the open grant writer position and volunteer applicants. The committee will also discuss upcoming grant opportunities.

• Review updates to the Town’s grant application procedures and form
• Discuss database of potential grant projects that align with Town priorities
• Update on status of town grant writer open position
• Update on status of grant committee volunteer applicants
• Discuss upcoming grant opportunities

Town Council

The Shepherdstown Town Council is holding a special meeting to discuss a draft agreement with beneficiaries regarding Hurley Park. The agenda contains only this item plus procedural call to order and adjournment.

• Draft agreement with beneficiaries regarding Hurley Park

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will review updates on several park projects, including a walking path extension, stairway replacement, and a new swing at Rumsey Park. The agenda also includes a commendation for a fairy garden at Bane-Harris Park and a boat ramp proposal requiring additional information. No final decisions are scheduled; the meeting is primarily for discussion and status updates.

• Bane-Harris Park – Fairy Garden Commendation
• Cullison Park – Walking Path Update/Extension to Rumsey – Surface Update
• Rumsey Park – Almost Heaven WV Swing Project awaiting installation date
• Town Run Watershed – Sign Installation Status awaiting Planning Commission approval
• Boat Ramp Proposal – Additional Information Required

Public Works Committee

The Shepherdstown Public Works Committee will discuss the status of current construction projects, including the Path to Morgan Grove Park, Green Infrastructure Project, and Sidewalk Engineering Project. They will also consider contracts for painting town-owned buildings, the Artistic Benches project, and a proposed sidewalk on German Street from Sage Place to Devonshire Park. New business includes communication with the Department of Transportation regarding Duke Street/German Street and an alternative meeting date.

• Status update on Path to Morgan Grove Park construction
• Site selection for Green Infrastructure Project
• Site selection for Sidewalk Engineering Project
• Proposed sidewalk on German Street from Sage Place to Devonshire Park
• Contracts for painting Town-owned buildings

Water and Sanitary Board

The Water and Sanitary Board will vote on minutes from four prior meetings and review flow, quality, and financial reports. Key discussions include the Membrane Replacement Reserve plan, rebuilding sewer feed pumps ($18,000), and replacing a tow motor ($38,000). The board will also hear updates on the Town Run Watershed study, hydrant cooperation with the fire department, and Elmwood sewer service.

• Discussion of Membrane Replacement Reserve and plan for using it
• Rebuilding Sewer Feed Pumps – estimated cost $18,000
• Tow Motor Replacement – cost $38,000
• Town Run Watershed Initial Baseline Study update
• Elmwood Sewer Service update

The Water and Sanitary Board approved spending up to $18,000 on replacement parts for sewer feed pumps and authorized a $38,000 Toyota forklift purchase from the Sanitary Depreciation account. Staff reported ongoing problems with sodium hypochlorite concentration variations causing unstable chlorine residuals in drinking water, and a PSC report will miss its October 30 deadline after a one-month waiver was granted.

• Approved August 28 Sanitary Board minutes
• Approved August 28 Water Board minutes
• Approved September 25 Sanitary Board minutes with corrected spelling of Ghosh
• Approved September 25 Water Board minutes with corrected spelling of Ghosh
• Authorized up to $18,000 for sewer feed pump replacement parts
• Authorized $38,000 purchase of new Toyota forklift from Sanitary Depreciation account

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to decide on five sign permit applications and a fence project at a preschool. They will also continue reviewing the PUD ordinance and a project permit for 110 College Street, and discuss a zoning ordinance amendment to comply with state law.

• Sign permit for new barbershop sign at 118 East German Street
• Sign permit for Town Run Watershed sign on East Washington Street
• Sign permit for Town Run Watershed sign on East German Street
• Sign permit for Poke Around Tattoo at 217 South Duke Street
• Fence project at 320 West High Street to extend fencing around preschool playground

The Shepherdstown Planning Commission approved several sign permits, a fence project, and a zoning ordinance amendment. One sign application was withdrawn by the applicant. The commission also discussed potential updates to the Title 9 Ordinance.

• Approved sign permit for Slow Down Barbershop & Lounge at 118 East German Street (all aye)
• Approved Town Run Watershed sign on East German Street (5-1, Gatz nay)
• Approved sign permit for Poke Around Tattoo at 217 South Duke Street (all aye)
• Approved fence extension at 320 West High Street (all aye)
• Approved application 25-12 with variances for 110 College Street (all aye)
• Amended Title 9 Section 104 to comply with WV Code § 8A-2-3 (all aye)
• Withdrawn: Town Run Watershed sign on East Washington Street (applicant request)

Personnel Committee

The Shepherdstown Personnel Committee will meet via Zoom to review applications for the Project Manager position. No other business is scheduled.

• Review of applications for the Project Manager position

Upcoming Events

The Shepherdstown Board of Zoning Appeals is meeting to approve the notice of decision from its September 29, 2025 meeting. No new public hearings or substantive items are on the agenda.

• Approve Notice of Decision of September 29, 2025 Meeting

Tree Commission

The Shepherdstown Tree Commission is meeting to review pending and completed tree actions, discuss the approved species list, and plan fall planting for FY2026. They will also address mulching at Sage Place, grant funding, and the Jefferson County Tree Canopy Plan.

• Review of Tree Action Log for pending and completed actions
• Discussion of Approved Species List
• FY2026 Tree Planting fall planting plan
• Sage Place mulching/ground cover
• Jefferson County Tree Canopy Plan

Town Council

The Shepherdstown Town Council is meeting to discuss and potentially act on several items, including introducing an annexation request and scheduling a public hearing, reviewing infrastructure projects, and considering policies on donations and community grants. The agenda also includes routine approvals of minutes and expenditures, as well as reports from committees and staff.

• Annexation request introduction and public hearing scheduling
• Status of infrastructure projects: Chesapeake Green Infrastructure, Princess Sidewalk engineering grant, Duke Street path project
• Proposed Donations Review / Acceptance Policy
• Consultant to assist with Planning and Zoning Matters
• Legal Advisor for Board of Zoning and Appeals and annexation matters

The Shepherdstown Town Council approved the Trick or Treat event request, a new Donations Review/Acceptance Policy, and engaged Kay Casto & Chaney PLLC for legal services on planning, zoning, annexation, and the Board of Zoning Appeals. Several items were deferred, including committee structure revisions, community grants policy updates, and a review of FY26 budget projects. An annexation request was discussed but no action was taken.

• Approved Trick or Treat event request (unanimous)
• Approved resolution and policy for Donations Review/Acceptance (unanimous)
• Engaged Kay Casto & Chaney PLLC for legal assistance on planning, zoning, annexation, and BZA matters
• Deferred Town Council Committee Structure revisions to next meeting
• Deferred Shepherdstown Community Grants Policy revisions to next meeting
• Deferred review of FY26 budget projects to next month

Grants Committee

The Shepherdstown Grants Committee is meeting to review and discuss information for developing and submitting grant applications for the Town, updates to grant application procedures and forms, and committee bylaws. Under new business, the committee will discuss the 'Celebrate America' grant opportunity. No decisions are recorded on the agenda.

• Discuss 'Celebrate America' grant opportunity
• Review/discuss information for developing and submitting grant applications for the Town
• Discuss updates to the Town’s grant application procedures and forms
• Discuss committee bylaws

Finance Committee

The Shepherdstown Finance Committee will discuss the purchase of financial reporting software and review projects approved with the FY26 budget. The meeting also includes a discussion on community grant procedures.

• Review of projects/initiatives approved with FY26 Budget
• Community Grant Procedure discussion
• Purchase of Financial Reporting Software – Discussion

Upcoming Events

The Shepherdstown Board of Appeals will hold a public hearing on an appeal by J.L. Moore, Inc. regarding the Planning Commission's decisions from May and September 2025 concerning property at 110 College Street. The board will consider whether to grant a variance from zoning ordinances for uses and lot requirements in the R-1 low-density residential district. The hearing includes presentations of evidence, public testimony, and deliberations on findings of fact and conclusions of law.

• Appeal by J.L. Moore, Inc. of Planning Commission decisions dated May 19 and September 5, 2025
• Variance request from Section 9-503 (Uses Permitted in R-1 District) and Section 9-508 (Lot Area, Width, Yards in Residential Districts)
• Public hearing at 110 College Street starting at 6:30 p.m.
• Board will determine if bond has been paid and if members have visited the site
• Deliberations may include motions to close hearing, go into closed session, and grant or deny variances

The Shepherdstown Board of Zoning Appeals granted a variance to J.L. Moore Inc and Fred Oglesbee to build a single-family home at 110 College Street. The lot is 56 feet wide (4 feet short of the 60-foot minimum) and the proposed house is 1,302 square feet (198 square feet below the 1,500-square-foot minimum). The Board found the appellants met the variance requirements beyond a reasonable doubt.

• Granted variance from minimum lot width of 60 feet for 110 College Street (unanimous)
• Granted variance from minimum house size of 1,500 square feet for 110 College Street (unanimous)
• Closed public hearing (unanimous)
• Determined appellants have standing to appeal (unanimous)
• Found no board member had a conflict of interest (unanimous)
• Found all board members had visited the site (unanimous)

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board will vote on minutes from August 28 and receive flow, quality, and financial reports. Unfinished business includes an update on drinking water chlorination systems and a hydrant report following a meeting with the Fire Department. New business covers planning audits and preparing annual Public Service Commission reports.

• Status update on drinking water chlorination systems
• Hydrant report and meeting with Fire Department
• Plans for audits and annual Public Service Commission reports
• Review of budget versus actuals and reserve account balances

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will review updates on several park projects, including a walking path extension at Cullison Park, stairway replacement, and the Almost Heaven WV Swing at Rumsey Park. The meeting will also cover sign installations for the Town Run Watershed and other enhancements. No final decisions are expected; the agenda is primarily for discussion and status updates.

• Cullison Park – Walking path update/extension to Rumsey with surface update
• Cullison Park – Stairway replacement from Mill Street into Cullison with budget category
• Rumsey Park – Almost Heaven WV Swing project status
• Rumsey Park – Railing extension and paving status
• Riverfront Park – Town Run Watershed sign installation

Public Works Committee

The Shepherdstown Public Works Committee is meeting to discuss ongoing construction projects, including the path to Morgan Grove Park and green infrastructure on High and Mill Streets, as well as contracts for painting town-owned buildings. They will also consider new business on sidewalk repair grants or loans. The meeting includes public comment and approval of previous minutes.

• Status update on path to Morgan Grove Park
• Green infrastructure projects on High Street and Mill Street
• Engineering study for sidewalk to boat ramp
• Contracts for painting Town-owned buildings
• Sidewalk repair grants/loans (new business)

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee is meeting to review progress on its action plan, including hearing accessibility, safety and fall prevention, bike routes, and public transportation. They will also discuss revisions to the action plan. The meeting is held via Zoom.

• Action Plan Progress Report
• Hearing Accessibility discussion
• Safety and Fall Prevention update
• Bike Route update
• Public Transportation update

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to consider four applications: a fence at 101 Ray Street, a privacy fence at 218 South Duke Street, a business sign at 107 South Princess Street, and a walkway replacement at 126 West German Street. The meeting will also include approval of minutes from previous meetings.

• Application 25-18: Install a six-foot fence at 101 Ray Street, with existing fence at front
• Application 25-22: Install wood privacy fence at rear of 218 South Duke Street, not visible to public
• Application 25-24: Business sign at 107 South Princess Street
• Application 25-25: Replace and widen walkway at 126 West German Street using stone pavers

Tree Commission

The Shepherdstown Tree Commission will discuss pending and completed tree actions, approve an updated species list, and review the FY2026 fall planting plan. Other items include tree watering, road visibility at German and Duke streets, mulching at Sage Place, and potential grant funding. New business covers the Boxwood Tree Moth.

• Review of FY2026 Tree Planting – Fall planting plan
• Approved Species List update by James and Jamie
• Road visibility issue at German and Duke streets
• Sage Place Mulching/Ground Cover
• Grant Funding discussion

Town Council

The Shepherdstown Town Council will hold a public hearing on a zoning ordinance amendment to comply with state statute. The council will also consider committee appointments, event requests including a revised Constitution Day Parade and a film screening, and community grant recommendations from the Finance Committee. Additionally, the council will receive updates on the Comprehensive Plan, capital projects, and a search for a Program Manager and an ERP system.

• Public hearing on amendment to Town Zoning Ordinance to comply with State Statute
• Event requests: Constitution Day Parade (revised) and Shepherdstown Yard Sale (Oct)
• Finance Committee recommendations for community grants
• Status updates on FY26 budget projects: Artistic Benches, bike path to parks, Composting Initiative
• Updates on Green Infrastructure projects, Princess Sidewalk state grant, and Duke Street Path Project

The Shepherdstown Town Council appointed Lauren Chapalee to the Planning Commission (4-2), approved a $1,500 grant for the Constitution Day Parade (4-2), and unanimously approved several event requests and resolutions. The council also moved forward with a zoning ordinance amendment to comply with state statute and deferred action on the Historic Landmarks vacancy.

• Appointed Lauren Chapalee to Planning Commission (4-2)
• Approved $1,500 grant for Constitution Day Parade (4-2)
• Approved revised route for Constitution Day Parade (unanimous)
• Approved Shepherdstown Yard Sale for Oct 18 (unanimous)
• Denied funding for film 'This Land Is Cursed' (unanimous)
• Approved street banners resolution (unanimous)
• Approved holiday decorations resolution (unanimous)
• Approved town expenditures as presented (unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will review seven applications for changes to historic properties, including siding, fences, a business sign, and window replacement. They will also hold a workshop on a new front door at 101 S. Princess Street and discuss a potential Demolition by Neglect Ordinance.

• 25-17: 501 East German Street – siding and gutter replacement
• 25-18: 101 Ray Street – six-foot fence installation
• 25-22: 218 South Duke Street – wood privacy fence (rear, not visible)
• 25-23: 407 East German Street – two 120-gallon propane cylinders for backup heater
• 25-24: 107 South Princess Street – business sign

The Shepherdstown Historic Landmarks Commission voted on five applications. It rejected a proposal to replace original wood siding with vinyl at 501 East German Street, citing guidelines that require repair over replacement. The commission recommended approval of a wood privacy fence at 218 South Duke Street, a business sign for Stoney's Pub at 107 South Princess Street, a stone paver walkway at 206 East High Street, and aluminum-clad wood window replacements at 205 Rocky Street. The commission also discussed a potential demolition-by-neglect ordinance and requested that meeting materials be provided by the first Monday of the month.

• Rejected vinyl siding replacement at 501 E German St (25-17) per guidelines; applicant withdrew and will workshop
• Recommended approval of wood privacy fence at 218 S Duke St (25-22) to Planning Commission
• Recommended approval of business sign for Stoney's Pub at 107 S Princess St (25-24) to Planning Commission
• Approved stone paver walkway replacement at 206 E High St (25-25)
• Approved aluminum-clad wood window replacements at 205 Rocky St (25-26)
• Discussed but took no action on demolition-by-neglect ordinance
• Requested meeting materials be provided by first Monday of month or meeting will not proceed
• Agreed staff input forms are no longer needed for future meetings

Planning Commission

The Shepherdstown Planning Commission will hold a special meeting and public hearing to consider an application to build a 1302-square-foot finished first floor with an unfinished basement at 110 College Street. The proposal is smaller than the 1500-square-foot minimum required by code, and the applicant states the reduction is intended to make the home more affordable.

• Application 25-12 for 110 College Street: request to build a 1302 sq ft finished first floor with 1302 sq ft unfinished basement, below the 1500 sq ft minimum
• Public hearing on the variance request for affordability

The Shepherdstown Planning Commission voted unanimously to reject application 25-12 for a building at 110 College Street. The proposed first floor of 1,302 square feet did not meet the minimum 1,500 square feet required by Title 9 Section 503 for permitted uses in the R-1 (low density) district. No other substantive decisions were made; the meeting was adjourned shortly after.

• Rejected application 25-12 for 110 College Street (unanimous)
• Adjourned meeting at 5:47 p.m. (unanimous)

Finance Committee

The Shepherdstown Finance Committee will discuss the purchase of a financial reporting system and consider funding requests for a film project, banners and holiday decorations, storm water projects, and the Constitution Day Parade.

• Discussion of purchase of Financial Reporting System
• Funding request for film project
• Funding request for banners and holiday decorations
• Funding request for town allocations for storm water projects and State grant funding
• Funding request for Constitution Day Parade

The Shepherdstown Finance Committee voted unanimously to deny financial support for a film project, approved $1,500 for the Constitution Day Parade, recommended Town Council purchase winter decorations, and approved paying an outstanding bill for a bioswale engineering project. The committee also recommended allocating $15,000 to match state funding for a sidewalk study.

• Denied financial support for film project (unanimous)
• Approved $1,500 for Constitution Day Parade (unanimous)
• Recommended Town Council purchase winter decorations (unanimous)
• Approved payment of outstanding bill for Fairfax Field bioswale engineering (unanimous)
• Recommended Town Council allocate $15,000 to match state funding for sidewalk study (unanimous)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee is meeting to discuss unfinished business including stair railing repair, an electrical box, and Town Run Watershed signs at Rumsey Park. New business items include park enhancements and sign repair.

• Rumsey Park stair railing repair
• Rumsey Park electrical box
• Town Run Watershed signs
• Rumsey Park enhancements
• Rumsey Park sign repair

The Parks and Recreation Committee approved a concept plan for native plantings and wired landscape lighting at Rumsey Park, donated by community member Hank Walter. The railing for the staircase southeast of the monument has been replaced by Public Works, and the electrical box issue was resolved for Town Hall-approved events. The committee also noted that Town Run Watershed signs are awaiting installation.

• Approved native planting by R&L Landscapes, LLC at Rumsey Park (unanimous)
• Approved installation of wired landscape lighting on one-foot-high posts at Rumsey Park (unanimous)
• Accepted donation of all enhancements from Hank Walter

Grants Committee

The Shepherdstown Grants Committee is meeting to review and discuss information for developing and submitting grant applications for the Town, updates to grant application procedures and forms, and committee bylaws. They will also discuss the 'Celebrate America' grant opportunity. No decisions are scheduled; the agenda is primarily procedural.

• Discuss 'Celebrate America' grant opportunity
• Review information for developing and submitting grant applications
• Discuss updates to grant application procedures and forms
• Discuss committee bylaws

Water and Sanitary Board

The Water and Sanitary Boards will meet jointly to review financial reports, discuss a proposal to modify the drinking water chlorination system, and consider replacing sewer pumps in Fernbank. A proposal from Decota Consulting Engineers for a Town Run Watershed Baseline Study is also on the agenda.

• Proposal to modify drinking water chlorination system
• Replacement of Sewer Pumps in Fernbank
• Town Run Watershed Baseline Study – Proposal from Decota Consulting Engineers
• Cleaning and Inspection of Water Towers
• WW Return Sludge Pumps

The Water Board approved a $13,000 project to switch from chlorine gas to hypochlorite, funded from the Cash Working Capital Reserve, with annual chemical costs rising $25,000. Both boards approved a $42,944 Town Run Watershed Baseline Study by Decota Consulting Engineers, split equally. Staff reported all water quality measures within limits, including lead and copper. The Sanitary Board asked for a redesign of the Return Sludge Pumps due to ongoing problems.

• Approved $13,000 chlorination system modification from gas to hypochlorite, funded from Cash Working Capital Reserve (Water Board vote)
• Approved $42,944 Town Run Watershed Baseline Study by Decota Consulting Engineers (Water and Sanitary Boards vote, cost split 50-50)
• Approved minutes of July 24 meetings for both Water and Sanitary Boards
• Agreed to allow new Colonial Hills property owners to submit Step 1 and Step 2 applications simultaneously

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will meet to review updates on several park projects, including a walking path extension at Cullison Park, a stairway from Mill Street, and the Almost Heaven WV Swing at Rumsey Park. New business includes a second round of railing work at Rumsey Park and a proposal for a wind phone. The meeting is open to visitors.

• Cullison Park walking path update and extension to Rumsey
• Stairway from Mill Street update at Cullison Park
• Almost Heaven WV Swing Project at Rumsey Park
• Rumsey Park Railing – Round 2 (new business)
• Wind Phone Proposal (new business)

The Shepherdstown Parks and Recreation Committee approved a motion to proceed with an asphalt plan for the Cullison–Rumsey pathway, estimated at $5,000, and directed member Marty to coordinate with Woody. The committee also discussed a wind phone proposal, park maintenance updates, and several ongoing projects, but no other formal votes were taken.

• Approved motion to continue asphalt plan for Cullison–Rumsey pathway with Woody (unanimous)
• Approved agenda with additions (unanimous)
• Approved June 24 minutes (unanimous)
• Approved Town Run Watershed informational signs at Riverfront and Rumsey Parks (unanimous)

Public Works Committee

The Shepherdstown Public Works Committee will discuss updates on several construction projects, including the Path to Morgan Grove Park and green infrastructure on High and Mill Streets. They will also consider contracts for painting Town-owned buildings and ongoing maintenance. New business includes a discussion on off-street parking (Lot A) and directional signage, as well as streetscape items like planters, banners, sidewalk repairs, and streetlights.

• Status update on Path to Morgan Grove Park construction
• Green infrastructure projects on High Street and Mill Street
• Engineering study for sidewalk to boat ramp
• Contracts for painting Town-owned buildings
• Discussion on off-street parking (Lot A) and new directional signage

Planning Commission

The Shepherdstown Planning Commission will hold a public hearing and regular meeting to consider several applications, including the relocation of a historic log cabin at 306 West German Street, a new addition at 110 Ray Street, signage at 141 West German Street, and propane tank placement at 407 East German Street. They will also discuss updates to Title 9 Section 503, a watershed signage request, and an update on a developer's appeal regarding 110 College Street.

• 306 West German Street: relocate a 12x14 log cabin to parking area
• 103 Ray Street: build new addition on back of home
• 141 West German Street: hanging store signage
• 407 East German Street: install two 120-gallon propane tanks
• Town Run Watershed: request to post informational signs on private property and in town parks

The Shepherdstown Planning Commission rejected application 25-16 for a new addition at 103 Ray Street because the lot does not meet minimum requirements under Title 9 Section 508. The commission approved a log cabin installation at 306 West German Street, store signage at 141 West German Street, and propane tank placement at 407 East German Street. Commissioners discussed updating zoning rules to allow accessory dwelling units and requested a formal sign permit for Town Run Watershed signs.

• Approved application 25-14 for a board and batten log cabin at 306 West German Street.
• Rejected application 25-16 for a home addition at 103 Ray Street due to insufficient lot size per Title 9 Section 508.
• Approved application 25-19 for store signage at 141 West German Street.
• Approved application 25-21 for propane tank placement at 407 East German Street.
• Discussed updating Title 9 Section 503 to allow accessory dwelling units; will request Town Council funding for a subject matter expert or attorney.
• Requested Town Run Watershed organization file a formal sign permit application for six informational signs.
• Advised that a home application at 110 College Street with less than 1,500 square feet would be rejected, and a formal appeal could be filed with the Board of Zoning and Appeals.

Tree Commission

The Shepherdstown Tree Commission will discuss pending and completed tree actions, finalize the approved species list, and plan fall tree planting for FY2026. They will also address a citizen concern about low branches at Duke/German streets and review grant funding opportunities.

• Review pending and completed tree actions (Tree Action Log)
• Approved Species List discussion (James and Jamie)
• FY2026 Tree Planting – Fall planting plan
• Sage Place Mulching/Ground Cover
• Citizen concern – low branches at Duke/German

The Shepherdstown Tree Commission approved removal and replacement of the declining sugar maple at Town Hall. They also approved a bid for tree wells at Sage Place and discussed several tree maintenance and planting projects. No votes were recorded on the sugar maple removal; the Sage Place bid was approved unanimously.

• Approved removal and replacement of Town Hall sugar maple due to decline (unanimous)
• Approved bid from Ecological Services for 9 flats of Carex woodii for Sage Place tree wells (unanimous)

Town Council

The Shepherdstown Town Council will hold a public hearing on a zoning ordinance amendment required by state statute. The council will also discuss ongoing business including comprehensive plan implementation, selection of a financial director and program manager, and review of town finances. New business includes planning for municipal elections, event requests, and a FEMA flood insurance study.

• Public hearing on amendment to Town Zoning Ordinance to comply with State Statute
• Selection of Town Financial Director and Program Manager
• Event requests: Appalachian Festival (Sept 13), Shepherd Homecoming (Oct 25), Constitution Day Parade (Sept 20), Shepherdstown Community Club 80th Anniversary (date change)
• Community grant requests: Town Run Watershed and local WV short film 'This Land Is Cursed'
• FEMA Flood Insurance Study and Revised Flood Insurance Rate Map

The Shepherdstown Town Council approved the hiring of Maged Kirollos as Town Financial Director, authorized a one-year rental of temporary office space, and approved several event requests including the Appalachian Festival, Shepherd Homecoming, Constitution Day Parade, and a date change for the Shepherdstown Community Club 80th Anniversary. The council also approved a grant application for the Town Run Watershed and signs pending committee review. No other substantive decisions were made; several items were deferred or referred to committees.

• Approved hiring Maged Kirollos as Town Financial Director
• Approved resolution authorizing one-year rental of temporary office space (unanimous)
• Approved Appalachian Festival on September 13 (unanimous)
• Approved Shepherd Homecoming on October 25 (unanimous)
• Approved Constitution Day Parade on September 20 (unanimous)
• Approved date change for Shepherdstown Community Club 80th Anniversary (unanimous)
• Approved Town Run Watershed signs pending Parks and Recreation Committee review (unanimous)
• Approved Town Run Watershed community grant application (unanimous)

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee will meet via Zoom to approve June minutes, receive updates on current projects including a bike route, hearing accessibility, fall prevention, and an EPTA shuttle survey, and discuss a draft Action Plan Progress Report. No new business is listed.

• Discussion of Action Plan Progress Report draft
• Update on bike route project
• Update on hearing accessibility project
• Update on fall prevention project
• Update on EPTA shuttle survey

The Age Friendly Shepherdstown committee tabled discussion of hearing accessibility wording until the next meeting. Members agreed to take another week to review the Age-Friendly Action Plan Progress Report before submitting it to AARP by the September 9, 2025 deadline. The group also discussed downtown sidewalk hazards and agreed to share a report with the Public Works Committee.

• Tabled discussion of hearing accessibility wording until the next meeting
• Agreed to allow additional week for committee members to review and respond to the Age-Friendly Action Plan Progress Report
• Agreed to submit the progress report to AARP by September 9, 2025 deadline
• Approved minutes of the previous meeting

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will review three applications: relocating a log cabin to 306 West German Street, hanging store signage at 141 West German Street, and painting fascia and replacing gutters at 203 West German Street. A workshop will address a new front door at 101 S. Princess Street. New business includes discussion of a Demolition by Neglect Ordinance.

• Application 25-14: Purchase, deconstruct, move, and install a 12x14 log cabin at 306 West German Street
• Application 25-19: Hanging store signage at 141 West German Street
• Application 25-20: Paint fascia and soffits and replace gutters at 203 West German Street
• Workshop: New front door at 101 S. Princess Street
• Discussion of Demolition by Neglect Ordinance

The Shepherdstown Historic Landmarks Commission approved three applications: a post-and-beam accessory building at 306 West German Street, a hanging sign for Sand & Pine Co. at 141 West German Street, and paint and gutter work at 203 West German Street. The commission also approved window samples and a new egress window for a property at 103 Ray Street, and discussed ongoing items including a demolition-by-neglect ordinance and a potential MOU with Elmwood Cemetery.

• Approved accessory building at 306 West German Street (unanimous)
• Approved hanging sign for Sand & Pine Co. at 141 West German Street (unanimous)
• Approved paint and gutter work at 203 West German Street (unanimous)
• Approved window samples for addition at 103 Ray Street (unanimous)
• Approved new egress window on south façade at 103 Ray Street (unanimous)

Finance Committee

The Shepherdstown Finance Committee will meet to approve minutes, set monthly meeting dates, and review several budget items. Key discussions include a $1,000 donation request from the Town Run Watershed Group, the budget for office space rental, and the budget for bike path roadway markings. The committee will also review responses to the Town's RFP for an Enterprise Financial System.

• Review request for $1,000 donation to Town Run Watershed Group
• Review budget for office space rental
• Review budget for bike path roadway markings
• Responses to Town RFP for Enterprise Financial System

Grants Committee

The Grants Committee will meet to approve minutes, adopt a mission statement and goals for the fiscal year, identify key information needed for grant applications, and review the town's grant application procedures and forms.

• Approval of minutes from previous meeting
• Adoption of mission statement and goals for the fiscal year
• Discussion of key information required for grant applications
• Review of the town's grant application procedures and forms

Personnel Committee

The Shepherdstown Personnel Committee will meet to review applications and vote on filling two key town positions: a Project Manager/Zoning Expert and a Town Finance Director. This is a special meeting focused solely on personnel decisions.

• Review and vote on Project Manager/Zoning Expert position applications
• Review and vote on Town Finance Director position applications

Town Council

The Shepherdstown Town Council will hold a special meeting to discuss and decide on the FY26 Coal Severance Fund Budget and an update on carry-over from FY25. They will also consider a committee member appointment, bike path markings (sharrows), office space rental, a donation for WV Swing, and a letter of support for Charles Town Utility Board's complaint against West Virginia American Water.

• FY26 Coal Severance Fund Budget
• FY26 Update — Carry Over from FY25
• Committee Member Appointment
• Bike Path Markings on Streets (Sharrows)
• Letter of support for Charles Town Utility Board re: its Complaint against West Virginia American Water

The Shepherdstown Town Council approved a budget revision for the FY26 Coal Severance Fund and a carry-over from FY25, both unanimously. Carrie Blessing was appointed to the Grants and Public Works Committees. A motion to rent office space at 102 N. King Street passed with one abstention and one nay, but was later rescinded unanimously. Bike path sharrow markings were tabled for Finance Committee review.

• Approved FY26 Coal Severance Fund budget revision (unanimous)
• Approved FY26 carry-over from FY25 (unanimous)
• Appointed Carrie Blessing to Grants and Public Works Committees (unanimous)
• Rented office space at 102 N. King Street (5-1-1), then rescinded motion (unanimous)
• Tabled bike path sharrow markings ($10K) for Finance Committee review
• Approved letter of support for Charles Town Utility Board complaint against West Virginia American Water (unanimous)

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board is meeting to approve minutes, review flow/quality and financial reports, and discuss unfinished business including recommendations on drinking water chlorination systems, a hydrant report, and a proposal from DECOTA Consulting Engineers for a study of septic systems in the watershed.

• Vote to approve minutes of May 29 and June 26 meetings
• Review of budget vs. actuals for 2024/2025
• Review of balances in reserve accounts
• Recommendations on drinking water chlorination systems
• Proposal from DECOTA Consulting Engineers for septic system study

The Water and Sanitary Boards approved minutes from prior meetings and accepted a $108,120 bid to replace sewer pumps in Fernbank, with construction starting in about two weeks. A proposal to switch chlorination from chlorine gas to hypochlorite will be presented in August. Both boards expressed concern that financial reports are two months behind schedule.

• Approved minutes of May 29 meeting for the Sanitary Board.
• Approved minutes of June 26 meeting for the Sanitary Board.
• Approved minutes of June 26 meeting for the Water Board with an edit noting Mr. Eggleston was present.
• Sanitary Board voted to accept the $108,120 bid to replace sewer pumps in Fernbank; construction begins in about two weeks.

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to consider two building applications, review the Shepherdstown PUD Ordinance as continuing business, and discuss a garage conversion and a revised accessory building proposal. The meeting includes approval of previous minutes and staff reports.

• 25-16 103 Ray Street: Construction of addition to existing structure
• 25-17 501 E. German Street: Installation of chain link fence
• Review of Shepherdstown PUD Ordinance
• 201 W. German Street: Conversion of garage on Church Street into a one- or two-story mother-in-law apartment
• 25-14 306 W. German Street: Revised proposal for accessory building

The Shepherdstown Planning Commission approved a fence repair and installation application at 501 E. German Street (25-17) unanimously. An application for 103 Ray Street was cancelled by the applicant. The commission also discussed two workshop items: a proposed accessory dwelling unit at 201 W. German Street, which was advised against under current zoning, and a revised accessory building at 306 W. German Street, which was referred to the Historic Landmarks Commission.

• Approved application 25-17 for fence repair and installation at 501 E. German Street (4-0)
• Application 25-16 for 103 Ray Street cancelled by applicant
• Discussed but no decision on 201 W. German Street ADU; commission advised it is not permitted under current R-1 zoning
• Discussed but no decision on 306 W. German Street accessory building; referred to Historic Landmarks Commission

Grants Committee

This is a special organizational meeting of the Shepherdstown Grants Committee. The committee will elect a chair and vice chair, set its meeting schedule, and review its mission statement and goals. Members will also discuss upcoming grant application opportunities.

• Establish Committee Chair and Vice Chair
• Establish meeting schedule
• Update committee mission statement and goals
• Discuss upcoming grant application opportunities

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will meet to review two applications: a construction addition at 103 Ray Street and a chain link fence at 501 E. German Street. The meeting will also include approval of June minutes and other routine business.

• Application 25-16: Construction of addition to existing structure at 103 Ray Street
• Application 25-17: Installation of chain link fence at 501 E. German Street

The Shepherdstown Historic Landmarks Commission approved a certificate of appropriateness for a new addition at 103 Ray Street, but denied demolition of the existing chimney, permitting only like-for-like repair. The commission also recommended approval of a chain-link fence replacement at 501 E. German Street to the Planning Commission.

• Approved removal of 1970s addition at 103 Ray St (unanimous)
• Denied chimney demolition at 103 Ray St; only like-for-like repair allowed
• Approved new addition at 103 Ray St with roof-line and scale conditions (unanimous)
• Approved wood siding for addition at 103 Ray St (unanimous)
• Approved asphalt shingle roof for addition at 103 Ray St (unanimous)
• Approved cinderblock foundation for addition at 103 Ray St (unanimous)
• Approved window repair and removal of dental molding at 103 Ray St (unanimous)
• Recommended approval of chain-link fence replacement at 501 E German St to Planning Commission (unanimous)

Tree Commission

The Shepherdstown Tree Commission will discuss pending and completed tree actions, an approved species list, and the FY2026 fall planting plan. Other items include soil management protocols, a tree well and flower bed contract, and grant funding. The meeting is largely procedural with follow-ups from previous discussions.

• Review of pending and completed tree actions from the Tree Action Log
• Follow-up on the Approved Species List
• Renewal of the Arborscope budget for the new fiscal year
• Discussion of mulching protocol, ground covers, and tree well/flower bed contract
• FY2026 Tree Planting – Fall planting plan

The Shepherdstown Tree Commission approved the June 12 minutes, discussed multiple tree maintenance requests, and decided on a long-term slow rehabilitation plan for the crabapple tree at the Welcome Center. Several pruning and trimming actions were scheduled or completed, and the commission agreed to prioritize new tree plantings in historic neighborhoods for FY26.

• Approved June 12, 2025 minutes (no objections)
• Decided to commit to long-term slow rehabilitation of crabapple tree at Welcome Center (prune no more than 10% per year)
• Scheduled hazard tree work at High & Mill with Viking
• Approved purchase of oak bark mulch for Sage Place tree wells (60 bags from Sunny Meadows)
• Scheduled pruning work at 207 S. King and 103 E. New with Viking
• Agreed to prioritize FY26 new tree plantings in historic neighborhoods on east and west sides of town
• Will frame and present letter of appreciation to Cool Green owner Sam McMahon for saving a large fir tree
• Linus will rewrite state forestry grant proposal for tree maintenance (50-50 match required)

Town Council

The Shepherdstown Town Council is holding a public hearing and second reading on two items: amending the Special Events Ordinance to reduce the event permit application deadline from 30 to 14 days, and adopting the 2025 Comprehensive Plan Draft. The council will also review financial reports, consider a request from Freedom's Run, and discuss a draft policy for art-enhanced public benches.

• Second reading of amendment to Special Events Ordinance (permit application from 30 to 14 days)
• Second reading of 2025 Comprehensive Plan Draft
• Review and approval of 05/31/25 Budget vs. Actual Financial Reports
• Event request from Freedom's Run
• Draft policy for art-enhanced public benches

The Town Council unanimously approved a second reading amendment to the Special Events Ordinance reducing the event permit application deadline from 30 to 14 days, and also unanimously adopted the 2025 Comprehensive Plan. Council also unanimously approved the annual Freedom's Run event for October 4 and a new policy for art-enhanced public benches. No substantive decisions were made on other items; the bike path direction markings were discussed but no action was taken.

• Approved amendment to Special Events Ordinance reducing event permit application time from 30 to 14 days (unanimous)
• Adopted 2025 Comprehensive Plan (unanimous)
• Approved Freedom's Run annual event for October 4 (unanimous)
• Approved Draft Policy for Art Enhanced Public Benches (unanimous)

Personnel Committee

The Shepherdstown Personnel Committee is meeting to review applications for the Project Manager and Planning Specialist and Finance Director positions. No decisions are expected; this is a review and discussion item.

• Review of applications for Project Manager and Planning Specialist
• Review of applications for Finance Director

Public Works Committee

The Public Works Committee will discuss several unfinished and new business items, including a priority to enhance accommodations for pedestrians and bicyclists, a draft policy on town funding for public benches, and initial discussions on trash and recycling programs, updating street lights for efficiency and reduced glare, and installing solar panels on town buildings. The meeting also includes approval of minutes from April 28, 2025, and public comment.

• Discussion of FY2025 Priority to Enhance Accommodations for Pedestrians and Bicyclists
• Draft Policy on Town Funding for Public Benches
• Initial Discussion of Town Trash and Recycling Programs
• Initial Discussion of Strategy to Update Town Street Lights to Increase Efficiency and Reduce Glare
• Initial Discussion of Strategy to Install Solar Panels on Town Buildings

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board will vote on minutes, review financial reports including budget vs. actuals and bond refund status, and discuss unfinished business such as recommendations on drinking water chlorination systems and a study of septic systems in the watershed. A health department official will present on septic system conditions. New business includes sludge press service, lead and copper sampling, and Shepherd University Building Step 2.

• Recommendations on drinking water chlorination systems
• Study of septic systems in the watershed with Jefferson County Health Department
• Sludge press service
• Lead and copper sampling in July/August
• Shepherd University Building Step 2

The Water Board approved spending up to $10,000 for a leak detection study to investigate higher-than-normal water flow. Both the Water and Sanitary Boards approved Shepherd University's amended Step 2 building application. The Sanitary Board postponed approving the May 29 meeting minutes to the next meeting. No other substantive decisions were made; several items were postponed or remain under review.

• Approved up to $10,000 for leak detection study (Water Board)
• Approved Shepherd University Step 2 application (Water Board and Sanitary Board)
• Postponed approval of May 29 minutes (Sanitary Board)
• Approved May 29 minutes (Water Board)

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will meet to discuss updates on several parks, including a walking path extension at Cullison Park, a stairway railing update, and the Almost Heaven WV Swing Project at Rumsey Park. The meeting will also cover unfinished business from previous sessions and future planning topics.

• Cullison Park walking path extension to Rumsey – surface update
• Stairway from Mill Street update – railing status
• Rumsey Park Almost Heaven WV Swing Project update
• Rumsey Park electrical box and Stonewall repair updates
• Bookmark the Park 2025 and Hurley Estate updates

The Shepherdstown Parks and Recreation Committee met on June 24, 2025, and approved the agenda and prior meeting minutes without objection. No formal motions to approve, deny, or table any project or expenditure were recorded; the meeting consisted entirely of status updates on several parks.

• Approved agenda (no objection)
• Approved minutes of May 27, 2025 (no objection)
• Adjourned at 7:22 p.m.

Upcoming Events

The Shepherdstown Board of Appeals is meeting to appoint a chairperson and other officers. No other business is listed on the agenda.

• Appointment of Chairperson and Other Officers

Public Works Committee

The Shepherdstown Public Works Committee will discuss several unfinished business items, including priorities for pedestrian and bicyclist accommodations, a draft policy on public benches, planned presentations on the town building code, and ongoing utility pole canvassing. New business includes a discussion on the recycling program. The meeting is scheduled for June 23, 2025, at Town Hall.

• Discussion of FY2025 priority to enhance accommodations for pedestrians and bicyclists
• Status update on draft policy for public benches
• Status update on planned presentations about the town building code
• Status update on ongoing utility pole canvassing
• Discussion of recycling program as new business

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee will meet to approve May minutes, receive updates on current projects including a bike route, hearing accessibility, fall prevention, and an EPTA shuttle survey, and discuss the Age-Friendly Shepherdstown Action Plan.

• Discussion of Age-Friendly Shepherdstown Action Plan
• Update on bike route project
• Update on hearing accessibility project
• Update on fall prevention project
• Update on EPTA shuttle survey

The committee approved minutes from the previous meeting. They discussed progress on a bike route, a hearing accessibility draft, and a shuttle survey showing strong support. They also began work on a progress report and action plan revision.

• Approved minutes from the May meeting (unanimous).
• Agreed to reschedule meeting with Shepherdstown University about bike route signs.
• Jan agreed to draft wording on hearing accessibility for public meetings by June 21.
• Linda agreed to begin drafting the Age-Friendly Action Plan progress report (due September).
• Plan to continue action plan revision discussion at the July 16 meeting.

Planning Commission

The Shepherdstown Planning Commission will hold a public hearing and regular meeting to consider three applications: a fence, a log cabin relocation, and a business sign. They will also continue reviewing the town's Planned Unit Development (PUD) ordinance and a previously approved roof and porch project.

• 25-14: Relocation of a log cabin to 306 West German Street parking area
• 25-08: Fence for patio at 115 E. German Street
• 25-15: Business sign at 133 West German Street
• 24-03: Continued review of new metal roof and porch covering at 102 College Street
• Review of Shepherdstown PUD Ordinance

The Shepherdstown Planning Commission approved a fence at 115 E. German Street and a log cabin relocation to 306 West German Street. A previously approved metal roof project at 102 College Street was deferred to July 2025. No vote tallies were recorded for the log cabin or sign applications.

• Approved fence at 115 E. German Street (unanimous)
• Approved log cabin relocation to 306 West German Street (no vote tally recorded)
• Approved business sign at 133 West German Street (no vote tally recorded)
• Deferred metal roof project at 102 College Street to July 2025 (unanimous)

Tree Commission

The Shepherdstown Tree Commission will discuss pending tree actions, including a completed planting at Riverfront Park, and review the fall planting plan for FY2026. They will also assess pruning requests at several properties and address sidewalk clearance pruning on King Street and near the Welcome Center.

• Review of completed tree planting at Riverfront Park
• Discussion of FY2026 Fall Planting Plan
• Assess pruning at 109 S. King, 306 W. German, 211 W. New
• Sidewalk clearance pruning on King Street and Welcome Center
• Assess whether trees at 410-412 E. German are town trees

The Shepherdstown Tree Commission approved hazard tree removal on High and Mill Streets, discussed tree health concerns, and began planning for a fall planting of 10 new trees. The meeting was largely procedural, with no votes recorded on any item.

• Approved hazard tree removal on High & Mill Streets via Viking Tree Service
• Planned fall planting of 10 trees at Rumsey Park, 216 W German, and other locations
• Discussed but did not vote on tree healthcare improvements (fertilization, soil management)
• Deferred pruning of the crabapple tree until dormant season due to fire risk

Town Council

The Shepherdstown Town Council will hold a public hearing on a second reading to amend the Special Events Ordinance, reducing the required application time from 30 to 14 days. The council will also tentatively hold a first reading of the 2025 Comprehensive Plan draft. Other business includes budget amendments, volunteer appointments, and discussions on a Private Outdoor Designated Areas (PODA) ordinance.

• Public hearing on second reading to amend Special Events Ordinance (reduce permit application time from 30 to 14 days)
• First reading of 2025 Comprehensive Plan draft (tentative)
• Revisions to FY 2025 Operating Budget and Q4 budget amendment resolutions
• Appointments to Board of Appeals: Jack Childers and Ashleigh Sanders
• Discussion of Private Outdoor Designated Areas (PODA) ordinance

The Shepherdstown Town Council voted unanimously to table a second reading of an amendment to the Special Events Ordinance that would reduce the application deadline from 30 to 14 days. The council also unanimously approved the FY 2025 budget amendment Q4, town expenditures, and several volunteer appointments and support requests.

• Tabled second reading of Special Events Ordinance amendment (unanimous)
• Approved FY 2025 budget amendment Q4 (unanimous)
• Approved town expenditures (unanimous)
• Approved volunteer appointments to Board of Appeals: Jack Childers and Ashleigh Sanders (unanimous)
• Approved Town Council Meeting Policy as modified (unanimous)
• Approved Town Hall Interns Program (unanimous)
• Approved proclamation thanking Joannie Moossy and team for Pride Parade (unanimous)
• Approved support requests: Experience Shepherdstown, Contemporary American Theater Festival ($25,000), Beeline March, Rosehill Cemetery (all unanimous)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will consider three applications: a fence at 115 E. German Street, a business sign at 133 West German Street, and a proposal to purchase, deconstruct, move, and install a historic log cabin at 306 West German Street. A workshop session on a garage project at 314 North Princess Street is also scheduled.

• Application 25-14: Purchase, deconstruct, move, and install a 12x14 white pine log cabin at 306 West German Street
• Application 25-08: Fence for patio at 115 E. German Street
• Application 25-15: Business sign at 133 West German Street
• Workshop session on garage project at 314 North Princess Street

The Shepherdstown Historic Landmarks Commission approved three applications: a fence at 115 E. German Street (with conditions), a relocated log cabin at 306 West German Street, and a business sign at 133 West German Street. A workshop for a garage project at 314 North Princess Street was held, with site walkthroughs scheduled for June 17 and 23, 2025.

• Approved fence at 115 E. German Street with condition to paint one solid color and add coping (unanimous)
• Approved relocation of log cabin to 306 West German Street with plaque requirement (unanimous)
• Approved business sign at 133 West German Street (unanimous)
• Scheduled site walkthroughs for 314 N Princess St garage project on 6/17 and 6/23

Town Council

The Shepherdstown Town Council is holding a special meeting to conduct a public hearing on the 2025 Comprehensive Plan. The agenda includes opening the hearing, receiving public comments (both oral and written), and then closing the hearing and adjourning. No other business is listed.

• Public hearing on 2025 Comprehensive Plan
• Public comment period for attendees and written comments
• Meeting held at Shepherdstown Community Club/War Memorial Building, 102 East German Street

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board will vote on minutes from April 24 and receive staff reports on water flow, quality, and finances. Unfinished business includes an update on water distribution system construction and progress on new state hydrant requirements. New business covers the 2024 Consumer Confidence Report, a sewer service connection for a vacant lot on Maddex Drive/RT45, and pricing for sewer service for Cherry Lane and Little Run Acres.

• Update on Water Distribution System Construction
• Hydrant Report – progress on new State requirements
• 2024 CCR Report
• Sewer service connection for vacant lot Maddex drive / RT45
• Pricing for sewer service for Cherry Lane and Little Run Acres

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will meet to discuss updates on several park projects, including the walking path extension at Cullison Park, a stairway from Mill Street, and the Almost Heaven WV Swing Project at Rumsey Park. No votes or decisions are scheduled; the meeting is primarily for receiving progress reports.

• Cullison Park walking path extension to Rumsey – surface update
• Stairway from Mill Street update
• Almost Heaven WV Swing Project at Rumsey Park update
• Boat landing at Riverfront Park update
• Stonewall repair at Rumsey Park update

Personnel Committee

The Shepherdstown Personnel Committee is meeting to discuss and possibly revise job descriptions for town positions. The agenda contains only this single item of new business, with no other substantive matters listed.

• Review of job descriptions for town positions

Age Friendly Shepherdstown

The committee will discuss updates on public transportation, building accessibility, and safety initiatives, and consider renewing its action plan.

• Public transportation usage survey update
• Push-button entry for town buildings
• Hearing accessibility discussion
• Fall prevention and safety
• Snow and ice removal downtown

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to review eight applications for various property modifications, including sheds, a business sign, a fence, a porch, solar panels, and new construction. They will also review the Shepherdstown PUD Ordinance as continuing business. The meeting includes approval of previous minutes and a staff report on a pre-application conference.

• Application 25-05: 8'x12' prefabricated shed at 310 W. German Street
• Application 25-06: 8x8 wooden shed at 109 North Princess Street
• Application 25-07: Business sign at 126 West German Street
• Application 25-12: New construction at 110 College Street
• Review of Shepherdstown PUD Ordinance

Town Council

The Shepherdstown Town Council is meeting to consider an amendment to the Special Events Ordinance that would reduce the required application time for event permits from 30 days to 14 days before an event. The agenda also includes routine items such as approval of minutes, public comment, and staff reports, as well as updates on the Comprehensive Plan and town finances.

• First reading of amendment to Special Events Ordinance (permit application from 30 to 14 days)
• Swearing in of Marty Amerikaner (Recorder) and Carrie Blessing (Council Member)
• 2025 Budget Revisions and 2026 Budget Planning
• Water and Sanitary Board FY26 Budgets
• Proclamation for ASK Day and proclamation honoring Mr. & Mrs. Asam

The Shepherdstown Town Council approved a first reading to amend the special events ordinance, reducing the application deadline from 30 to 14 days. They also approved $25,000 for CATF, $2,500 for Beeline March, $1,000 for Rosehill Cemetery, and several event requests. A public hearing on the Comprehensive Plan was scheduled for June 9.

• Approved first reading of special events ordinance amendment (unanimous)
• Approved $25,000 to CATF, $2,500 to Beeline March, $1,000 to Rosehill Cemetery (unanimous)
• Approved event requests including Beeline March Parade and Town-Sponsored First Friday Events (unanimous)
• Approved minutes of April 9, 15, and 29, 2025 (unanimous)
• Approved Marty Amerikaner and Carrie Blessing swearing-in (unanimous)
• Approved ASK Day Proclamation (unanimous)
• Approved Proclamation in Honor of Mr. & Mrs. Asam (unanimous)
• Approved town expenditures (unanimous)

Finance Committee

The Shepherdstown Finance Committee will meet to set a regular meeting schedule, review draft monthly financial reports, and discuss funding requests from town organizations. The committee will also review the status of service procurements and RFPs, including for the financial system and landscaping/snow removal, and discuss the timeline for FY25 budget revisions. A letter from the State Treasurer regarding an audit finding will be considered.

• Review of monthly financial reports (draft documents)
• Funding requests submitted by town organizations
• Status of service procurements and RFPs (financial system, landscaping/snow removal)
• Status/timeline for FY25 Budget revisions
• Letter from State Treasurer re audit finding

The committee reviewed funding requests from three town organizations and agreed to recommend a $25,000 contribution to CATF and a $2,500 contribution to Beeline March to the Town Council. For Rose Hill Cemetery, the committee proposed further research before making a recommendation. No decision was reached on changing the regular meeting date. The meeting was procedural and advisory, with no final approvals or denials.

• Recommended $25,000 contribution to CATF (unanimous)
• Recommended $2,500 contribution to Beeline March (unanimous)
• Proposed further research on Rose Hill Cemetery funding (no vote)
• No decision on moving regular meeting date (discussion only)

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will consider four applications at its May 12 meeting: a wooden shed at 109 North Princess Street, a business sign at 126 West German Street, a white vinyl fence at 115 East German Street, and new construction at 110 College Street. The commission will also approve minutes from March and April meetings.

• Application 25-06: 8x8 wooden shed at 109 North Princess Street, painted white and black to match existing house
• Application 25-07: business sign at 126 West German Street
• Application 25-08: white vinyl fence at 115 East German Street
• Application 25-12: new construction at 110 College Street

The Historic Landmarks Commission approved two applications: a shed at 109 N Princess Street with conditions that windows and shutters be wood and not face the street, and new construction at 110 College Street with no caveats. Two other applications (126 W German St and 115 E German St) were deemed not subject to HLC approval, and applicants were advised to seek fee refunds. The previously planned workshop was tabled to June 2025 due to agenda notice requirements.

• Approved shed at 109 N Princess St with conditions (wood windows/shutters, not facing street) (all in favor)
• Approved new construction at 110 College St with no caveats (all in favor)
• Declined to review sign at 126 W German St (not under HLC jurisdiction)
• Declined to review fence at 115 E German St (not under HLC jurisdiction)
• Tabled workshop session to June 2025 meeting

Tree Commission

The Shepherdstown Tree Commission will review pending tree actions, discuss the purchase of the ANSI A300 standard of care, and plan Arbor Day tree planting. They will also consider renewing the Arborscope license and address a dead tree at 105 E. New Street.

• Decision on purchase of ANSI A300 standard of care
• Arbor Day tree planting (2 new trees, location to be determined)
• Renewal of Arborscope database license
• Dead tree at 105 E. New Street
• FY2026 Fall planting plan

The Shepherdstown Tree Commission approved the removal of a dead tagged tree at 124 E. New Street and the removal of a hazard maple at Mill and High Streets. The commission also decided to renew the Arborscope license and declined to purchase a standard of care document, instead requiring vendor bids to include ANSI A300 compliance. No votes were recorded; all decisions were made by consensus.

• Approved removal of dead 'Crimson King' maple at 105 E. New Street with stump grinding
• Approved removal of hazard maple at Mill and High Streets (Viking bid accepted)
• Renewed Arborscope license
• Declined to purchase standard of care document; will include ANSI A300 compliance in vendor bids

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will discuss unfinished business including updates on several parks, such as walking path extensions, stairway repairs, and swing projects. No major decisions or public hearings are scheduled; the agenda is primarily procedural with project status reports.

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

The Shepherdstown Parks and Recreation Committee met on May 6, 2025, at Rumsey Park. Members approved the agenda and minutes from the March 25 meeting. Discussion focused on park maintenance and improvements, including replacing old wooden benches and picnic tables, adding new walking paths at Cullison Park, and coordinating with the Shepherdstown Rotary on a right-of-way connecting Riverfront and Rumsey Parks. No votes on new spending or policy changes were recorded.

• Approved agenda for May 6 meeting
• Approved minutes from March 25 meeting
• T. Moriarty will follow up on bench and table replacement survey results from 2021
• C. Roberts will contact Woody about alternative path materials and railing replacement at Cullison Park

Town Council

The Shepherdstown Town Council will hold a special meeting to select a new council member for a vacant seat. The agenda includes candidate questions from the community and council, followed by a vote. New business items include a Town Hall Intern Program and the Mayor's Report.

• Selection of new Town Council member to fill vacancy for remainder of term
• Community member questions for candidates
• Council member questions for candidates
• Council discussion and vote on candidate
• Town Hall Intern Program discussion

The Town Council selected Carrie Blessing to fill the open, unexpired term after a vote of 4-2 over Nancy Stewart. Greg Welter received no votes. The council also discussed upcoming events and a shuttle bus survey.

• Appointed Carrie Blessing to fill open Town Council term (4-2)
• Moved into Executive Session to discuss candidate selection (unanimous)
• Approved vote procedure to select candidate (unanimous)

Public Works Committee

The Shepherdstown Public Works Committee will discuss several unfinished business items, including the FY2025 priority to enhance pedestrian and bicyclist accommodations, a draft policy on public benches, planned presentations on the town building code, and ongoing utility pole canvassing. New business includes a discussion on the recycling program. The meeting is largely discussion-based with no final decisions expected.

• Discussion of FY2025 priority to enhance accommodations for pedestrians and bicyclists
• Status update on draft policy for public benches
• Status update on planned presentations about the town building code
• Status update on ongoing utility pole canvassing
• Discussion of recycling program as new business

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board will vote on minutes from March 27, review flow and quality reports, and discuss financials including budget vs. actuals, reserve balances, and bond payments. They will also discuss plans and budgets for 2025/2026, receive an update on water distribution system construction, and review progress on new state hydrant requirements.

• Vote to approve minutes of March 27 meeting
• Review of budget vs. actuals for 2024/2025
• Discussion of plans and budgets for 2025/2026
• Update on water distribution system construction
• Hydrant report – progress on new state requirements

The Water Board and Sanitary Board each voted to approve their proposed budgets for 2025/2026. The budgets reflect increased revenue from new customers and meter repairs, as well as cost-sharing for a new CFO and financial software. Boards also requested more current financial reports and reserve account details. No other substantive decisions were made.

• Water Board approved 2025/2026 budget as proposed
• Sanitary Board approved 2025/2026 budget as proposed
• Minutes of March 27 meeting approved by both boards
• Boards requested staff provide more current budget-vs-actual numbers
• Boards asked for reserve account activity and balances in finance reports

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to consider a minor subdivision application (25-09) and discuss the 2025 Comprehensive Plan and the PUD ordinance. The meeting includes approval of previous minutes and a staff report on a pre-application conference for the subdivision.

• Public hearing on minor subdivision application 25-09
• Continued discussion of 2025 Comprehensive Plan
• Review of Shepherdstown PUD ordinance
• Approval of March 17, 2025 meeting minutes
• Staff report on pre-application conference for minor subdivision

Town Council

The Shepherdstown Town Council is holding a special meeting to discuss and potentially vote on amendments to the FY25 budget. The agenda contains only this item plus procedural call to order and adjournment.

• FY25 Budget Amendments Discussion/Action

The council approved a resolution summarizing proposed revisions to the FY 2025 Operating Budget. The vote was unanimous. No other substantive decisions were made.

• Approved resolution summarizing proposed revisions to FY 2025 Operating Budget (unanimous)

Finance Committee

The Shepherdstown Finance Committee is meeting to discuss the status of the current FY 2025 budget and begin development of the FY 2026 budget. The agenda includes routine items like approval of minutes and visitor comments.

• Status of FY 2025 Budget
• FY 2026 Budget Development

Age Friendly Shepherdstown

The group will meet via Zoom to discuss several ongoing community topics. The agenda includes updates on public transportation usage and town building accessibility.

• Public transportation usage survey
• Push-button entry for town buildings
• Hearing accessibility
• Fall prevention and safety
• Snow and ice removal downtown

Town Council

The Shepherdstown Town Council is holding a special meeting to consider public objections to the proposed levy rates, formally lay the levy for fiscal year 2026, and review the status of the FY 2025 budget and development of the FY 2026 budget. The agenda is largely procedural, focused on tax rates and budget planning.

• Public comment period on levy rate objections
• Laying of the levy for FY 2026
• Status update on FY 2025 budget
• FY 2026 budget development discussion

The Shepherdstown Town Council approved the laying of the levy for FY 2026, with a letter of conditional approval from the WV State Auditor's Office, in a unanimous vote. No public comments or objections were submitted regarding the levy rates. The council also discussed revisions to the FY 2025 budget and development of the FY 2026 budget, scheduling a follow-up meeting for April 18.

• Approved laying of the levy for FY 2026 (unanimous)
• Scheduled follow-up meeting for April 18 at 12:30 p.m.

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will consider four certificate-of-appropriateness applications for properties on Princess and German Streets. Items include a wooden shed at 109 North Princess Street, a business sign at 126 West German Street, a vinyl fence at 115 East German Street, and a deck replacement at 407 East German Street. The meeting also includes approval of March minutes and routine procedural items.

• 25-06: 8x8 wooden shed at 109 North Princess Street, painted white and black to match existing house
• 25-07: Business sign at 126 West German Street
• 25-08: White vinyl fence for patio at 115 East German Street
• 25-10: Replace 8'5" x 12' deck with Trex at 407 East German Street, raised 12" from grade with two support posts

The Shepherdstown Historic Landmarks Commission tabled an application for 109 N Princess St (25-06) until May 2025, pending material samples. It approved wood awning posts and wood decking for 407 E German St (25-10), denying Trex decking. Two other applications had no applicant present. No prior month's minutes were presented.

• Tabled 109 N Princess St application (25-06) for playground and shed until May 2025 (unanimous)
• Approved wood awning posts for 407 E German St per Guidelines page 40 (unanimous)
• Approved wood deck, steps, and privacy screen for 407 E German St per Guidelines page 39; Trex denied (unanimous)
• No action on 126 W German St (25-07) or 115 E German St (25-08) due to absent applicants

Tree Commission

The Shepherdstown Tree Commission will review pending tree actions, discuss the purchase of the ANSI A300 standard of care, and decide on renewing the Arborscope database license. They will also plan the Arbor Day event and consider a long-range strategy for tree removal and replacement. New business includes a discussion of 102 N. Duke Street.

• Decision on purchase of ANSI A300 standard of care
• Renewal decision for Arborscope database license
• Arbor Day tree planting event planning
• Long-range strategy for tree removal and replacement
• Discussion of 102 N. Duke Street property

The Shepherdstown Tree Commission approved Shawn Walker's proposal for emerald ash borer treatment of ash trees in Cullison Park. They also discussed and planned an Arbor Day celebration on April 26 at Riverfront Park, including planting a bald cypress. Several tree maintenance and replacement actions were reviewed, including removal of a redbud near JSB and planting of fringe trees.

• Approved Shawn Walker proposal for EAB treatment of ash trees in Cullison Park
• Approved March 15, 2025 meeting minutes unanimously
• Approved Viking proposal for pruning work on Mill & High St (#1061, 1062)
• Decided to plant two hophornbeams on East German in front of the Good Shop and an American hornbeam across from Yellow Brick Bank
• Decided to add a second fringe tree at JBS road entrance for balanced aesthetic
• Agreed to replace redbud #73 near JSB with fringe tree closer to driveway entrance
• Planned Arbor Day planting event for April 26 at Riverfront Park
• Agreed to recommend Brandon Hayden for tree well maintenance to mayor and staff

Town Council

The Shepherdstown Town Council will discuss and decide on several items including volunteer appointments, a task force update on town banners, funding requests for events, and budget revisions for 2025 and planning for 2026. They will also consider a sidewalk repair grant, a proposal to amend the Town Events Ordinance, and updates on the River Road development and Mill Street property.

• Discussion of volunteer appointments to Board of Zoning Appeals, Historic Landmarks Commission, and Jefferson County Development Authority Board of Directors
• Requests for support: Black Policy Day ($1,500), Canal Town Partnership annual dues ($500), Jefferson County Parks and Recreation fireworks contribution ($2,000)
• Sidewalk Repair Grant – Saunders-Meske
• Preliminary proposal to amend Town Events Ordinance to reduce advance time for application from 30 days to 2 weeks
• Executive session for Mill Street Property (O’Hurley Property) under exception 6-9A-4(b)(9)

The Shepherdstown Town Council approved several appointments, including Ashley Reynolds to the Historic Landmarks Commission and Phil Baker-Shenk to the JCDA Board. They also approved expenditures, the July 4th Parade, and funding requests totaling $4,000 for Black Policy Day and Jefferson County Parks and Recreation fireworks. A sidewalk repair grant was accepted, and the council discussed reducing the event application deadline from 30 to 14 days.

• Appointed Ashley Reynolds to the Historic Landmarks Commission (unanimous)
• Approved Phil Baker-Shenk nomination to Jefferson County Development Authority Board (unanimous)
• Approved Town Council expenditures (unanimous)
• Approved July 4th Parade event request (unanimous)
• Approved $1,500 for Black Policy Day (unanimous)
• Approved $500 Canal Town Partnership dues (unanimous)
• Approved $2,000 for Jefferson County Parks and Recreation fireworks (unanimous)
• Approved Saunders-Meske sidewalk repair grant (unanimous)

Finance Committee

The Shepherdstown Finance Committee is meeting to review the status of the current FY 2025 budget and begin work on the FY 2026 budget. The agenda contains only these two ongoing business items and no other substantive matters.

• Status of FY 2025 Budget
• FY 2026 Budget

The Shepherdstown Finance Committee met on March 31, 2025, to focus on developing a FY 2026 Capital Budget proposal. The committee agreed to remove major Public Works requests for now and will ask Director Woody Coe to attend a special meeting on April 3 to discuss options. The draft does not yet include any Town Council-identified capital projects. The committee scheduled a follow-up meeting for Thursday, April 3 at 6:00 PM.

• Agreed to remove major Public Works requests from the FY 2026 Capital Budget draft pending further discussion with Woody Coe
• Scheduled a special meeting for Thursday, April 3 at 6:00 PM to discuss Town Council-identified capital projects
• Adjourned at 7:46 PM (motion by Marty Amerikaner, second by Marcy Bartlett)

Water and Sanitary Board

The Water and Sanitary Board will vote on meeting minutes, review flow and quality reports, and discuss a state health department report with minor deficiencies and recommendations. They will also review financial reports, including budget comparisons and reserve balances, and discuss plans for the 2025/2026 budget. Unfinished business includes updates on water distribution system construction, hydrant compliance with new state requirements, and a new PFAS testing program.

• Review of WV Department of Health report with three minor deficiencies and three recommendations
• Discussion of new PFAS testing program
• Update on Water Distribution System Construction
• Hydrant report on progress with new state requirements
• Review of Budget vs Actuals for 2024/2025 and plans for 2025/2026

The Water and Sanitary Board reviewed a state health department report citing three minor deficiencies, including unaccounted-for water loss of 19.3% (above the 15% requirement) and financial reporting concerns. The board asked financial staff to explain reports more fully at the next meeting and agreed to consult an expert on chlorine feed equipment placement. The board also discussed the 2025/2026 budget, with members suggesting some expense estimates may be too low, and expects to complete the budget at the next meeting.

• Approved minutes of February 27 and January 23 meetings
• Requested financial staff to explain financial reports at next meeting
• Agreed to contact consultant for chlorine feed equipment inspection
• Requested monthly updates on reserve account balances
• Asked town administrator to report on budget submission format and timing

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will discuss updates on several park projects, including walking paths, stairways, and a boat landing. The agenda also includes a grant opportunity update and planning for the Bookmark the Park 2025 event.

• Bane-Harris Park update by C. Roberts
• Cullison Park walking path extension to Rumsey and stairway from Mill Street updates
• Riverfront Park boat landing update by T. Moriarty
• Rumsey Park stairs/railing, electrical box, Almost Heaven WV Swing, and Stonewall repair updates
• Grant opportunities from Region 9 by M. Amerikaner

Public Works Committee

The Shepherdstown Public Works Committee will meet to discuss several ongoing projects, including efforts to enhance accommodations for pedestrians and bicyclists, a draft policy on public benches, presentations on the town building code, and utility pole canvassing. The committee will also take up new business regarding the recycling program. The meeting is primarily for discussion, with no final decisions listed on the agenda.

• Discussion of FY2025 priority to enhance pedestrian and bicyclist accommodations
• Status update on draft policy for public benches
• Status of planned presentations on the town building code
• Status of ongoing utility pole canvassing
• New business: recycling program

The Shepherdstown Public Works Committee met on March 24, 2025, and discussed several items but took no final votes or decisions. Topics included a proposed plan to assist property owners with sidewalk repairs, a draft policy on public benches with a funding request pending before the finance committee, and interest in learning more about the town's building code. No new business was introduced, and the meeting was adjourned at 5:50 p.m.

• Approved minutes of January 27, 2025 (motion by Linus, second by Mayor Gatz)
• Discussed but did not decide on sidewalk repair funding plan
• Discussed but did not decide on public bench policy
• Discussed but did not decide on building code presentation
• Noted utility pole canvassing stalled after Chris Stroech's resignation

Town Council

The Shepherdstown Town Council is holding a special meeting to review and approve the Fiscal Year 2026 budget. This is the main item of business, with no other substantive matters on the agenda.

• FY 26 Budget review and approval

The Shepherdstown Town Council unanimously approved the FY 26 budget after discussion and review. The council also set a schedule for upcoming meetings, including a special finance committee meeting and a special meeting to lay the levy.

• Approved FY 26 budget (unanimous)
• Set meeting schedule: Finance Committee Mar 31, regular Council Apr 9, special Council Apr 15 to lay levy

Finance Committee

The Shepherdstown Finance Committee is meeting to review the status of the current FY 2025 budget and to begin development of the FY 2026 budget. The agenda includes routine items like call to order and visitor comments, with no specific decisions or proposals listed.

• Status of FY 2025 Budget
• FY 2026 Budget Development

Age Friendly Shepherdstown

The Age-Friendly Shepherdstown committee is meeting to approve February minutes and discuss several old business items, including a bike route, hearing accessibility at town meetings, push-button entry for town buildings, public transportation possibilities, and snow and ice removal downtown. No new business items are listed. The next meeting is scheduled for April 16.

• Greater Shepherdstown bike route
• Hearing accessibility at town meetings
• Push-button entry for town buildings
• Public transportation possibilities
• Snow and ice removal downtown

The committee unanimously approved the February minutes and agreed to recommend that the town purchase lapel microphones to improve hearing accessibility at Town Council meetings, both in person and on Zoom. They also agreed to add new community shuttle bus stops to a survey, including Shepherdstown Daycare Center, Mecklenburg Heights, and Tollhouse Homes. The committee unanimously recommended revitalizing the town email list to improve resident communication.

• Approved February 2025 minutes unanimously.
• Agreed to add Shepherdstown Daycare Center, Mecklenburg Heights, and Tollhouse Homes as possible shuttle bus stops on a community survey.
• Unanimously recommended that the town purchase and use lapel mics for better hearing at Town Council meetings.
• Unanimously recommended revitalizing the town email list to improve resident information about town governance and activities.

Finance Committee

The Shepherdstown Finance Committee will discuss the status of the current FY 2025 budget and begin development of the FY 2026 budget. No votes or decisions are listed; the agenda consists of ongoing business items only.

• Status update on FY 2025 Budget
• Development of FY 2026 Budget

The Shepherdstown Finance Committee held a special meeting to review the draft FY 2026 budget line by line. The committee agreed to present an abbreviated overview to the full Town Council at the March 24 special meeting, with the full draft available for follow-up. Visitors presented materials on the Hotel Occupancy Tax and the Experience Shepherdstown marketing plan. No votes were taken on the budget itself.

• Agreed to prepare an abbreviated draft budget with department-level allocations as a cover sheet for the March 24 special Town Council meeting
• Directed Town Administrator Gino Sisco to provide the full draft budget to each Town Council member for reference
• Received written materials from visitors on Hotel Occupancy Tax and the Experience Shepherdstown Marketing and Communication Plan

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to consider a shed installation application at 310 W German Street, approve previous meeting minutes, and continue discussions on the 2025 Comprehensive Plan and the PUD ordinance.

• Application 25-05: 8' x 12' prefabricated shed at 310 W German Street, placed 10' from side lot line, 65' from front, 129' from rear
• Approval of January 29 and February 18, 2025 meeting minutes
• Continued discussion of 2025 Comprehensive Plan
• Review of Shepherdstown PUD Ordinance

The Shepherdstown Planning Commission met on March 17, 2025, and took two substantive actions: it deferred an accessory building application (25-05) at 310 W. German Street to the May meeting because the applicant was unavailable, and it continued work on the 2025 Comprehensive Plan, agreeing to incorporate several public-hearing and written comments by March 24. No other applications or new business were considered.

• Deferred accessory building application 25-05 (310 W. German) to May 2025 meeting (applicant unavailable)
• Agreed to incorporate public-hearing and written comments into 2025 Comprehensive Plan by March 24
• Approved minutes of January 29, 2025 meeting (Madge Morningstar/Rebecca Parmesano)
• Approved minutes of February 18, 2025 meeting (Linus Bicker/Rebecca Parmesano)

Tree Commission

The Shepherdstown Tree Commission will review ongoing urban forestry projects, including grant work, tree maintenance, and the Arbor Day event. They will also make decisions on purchasing standards, renewing a database license, and addressing citizen concerns about dead trees in Cullison Park.

• Verify tree selection for 209 W German
• Decision on purchase of ANSI A300 standard
• EAB treatment of Ash trees in Cullison Park
• Renew license for Arborscope database
• Prune or remove large maple on West German

Town Council

The Shepherdstown Town Council will meet on March 12, 2025, to discuss and act on several items including budget planning for 2025, the status of the Mill Street property, and a potential appointment to fill a council vacancy. The agenda also includes public event requests, volunteer appointments to boards and commissions, and a request from the Town Run Watershed Group. The meeting will begin with approval of the February 12, 2025 minutes and public comment.

• Discussion on appointment of a Town Council member
• Status update on Mill Street property
• 2025 Budget revisions and 2026 Budget Planning
• Spring 2025 Town Event Funding
• Appointments to Historic Landmarks Commission and other boards

The Shepherdstown Town Council unanimously appointed Marty Amerikaner as Town Recorder and approved a resolution for the Task Force on Town Banners and Hometown Heroes Banners. They also approved town expenditures, event requests, and $800 for Easter events. A motion to appoint Nancy Stewart and Jonathan Wertman to the Board of Appeals passed, with one council member opposing Wertman's appointment. No other substantive decisions were made.

• Appointed Marty Amerikaner as Town Recorder (unanimous)
• Approved resolution for Task Force on Town Banners and Hometown Heroes Banners (unanimous)
• Approved town expenditures (unanimous)
• Approved event requests (unanimous)
• Approved $800 for Spring 2025 Easter events (unanimous)
• Approved Nancy Stewart and Jonathan Wertman to Board of Appeals (passed, 1 opposed)

Planning Commission

The Shepherdstown Planning Commission is holding a special meeting to discuss items for an upcoming public hearing on March 13, 2025, and to review the town's Planned Unit Development (PUD) ordinance. No decisions are being made at this meeting; it is a preparatory discussion.

• Planning discussion for March 13, 2025, public hearing
• Review of Shepherdstown's PUD Ordinance

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will consider two applications for 310 W. German Street: a prefabricated shed and a two-car garage. The meeting includes approval of February minutes and public comment.

• Application 25-05: 8' x 12' Cape Cod shed with dark bronze metal roof and LP Smartside siding at 310 W. German Street
• Workshop: 42' x 24' two-story, two-car dormered garage with side-loading doors at same property

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board will meet to approve minutes, review flow and quality reports, and discuss unfinished business including updates on water distribution construction, new state hydrant requirements, and PFAS testing. New business includes Shepherd University's application for service and replacement of a valve and probes at the sewer plant. Financial reports and budget discussions for 2025/2026 are also on the agenda.

• Shepherd University application for service (Step 1)
• Replacement of 6 inch valve and D.O. Probes at the Sewer Plant
• PFAS Testing of Water and Biosolids
• Hydrant Report – new State requirements
• Budget v Actuals for 2024/2025 and discussion of 2025/2026 plans

The Water and Sanitary Boards both voted to approve Shepherd University's application for service (Step 1). The Sanitary Board also approved replacement of a 6-inch valve and dissolved oxygen probes at the Sewer Plant. The January Sanitary Board minutes were postponed until March because only one member from that meeting attended. Financial report discussion was postponed due to illegible materials.

• Approved Shepherd University application for service (Step 1) — Sanitary Board and Water Board both voted yes.
• Approved replacement of 6-inch valve and dissolved oxygen probes at the Sewer Plant — Sanitary Board vote.
• Postponed approval of January Sanitary Board minutes until March meeting — only one member present from January meeting.
• Postponed discussion of Budget v Actuals for 2024/2025 and Plans/Budgets for 2025/2026 — materials were illegible.
• Noted Water Distribution System Construction is nearly complete; about $100,000 remains to be invoiced to the Corps of Engineers.
• Noted new state rules will require more frequent hydrant testing plus color coding, numbering, and GIS documentation.
• Noted PFAS testing update — board will continue to monitor state and national developments.
• Noted John Bresland reported on a Water Infrastructure and Cyber Resilience briefing; resource list will be distributed.

Finance Committee

The Shepherdstown Finance Committee is meeting to discuss the current status of the FY 2025 budget and to begin development of the FY 2026 budget. No votes or decisions are scheduled; the agenda consists of ongoing business items only.

• Status of FY 2025 Budget
• FY 2026 Budget Development

The Shepherdstown Finance Committee met to review and refine a list of potential projects for the FY2026 budget. Members discussed merging overlapping proposals and clarifying cost estimates. No final decisions or approvals were made; the committee agreed to further prioritize the list before the next meeting.

• No substantive decisions or votes recorded; meeting was procedural only

Parks and Recreation Committee

The Shepherdstown Parks and Recreation Committee will meet to discuss updates on several park projects, including walking paths, stairways, and electrical work. The agenda includes unfinished business items for Bane-Harris, Cullison, Riverfront, Rumsey, Viola Devonshire, and Library parks, as well as a grant opportunity from Region 9. No final decisions are expected; the meeting is primarily for discussion and planning.

• Cullison Park walking path extension to Rumsey and surface update
• Cullison Park stairway from Mill Street update
• Rumsey Park landing for stairs/railing, electrical box, Almost Heaven WV Swing, and Stonewall repair updates
• Viola Devonshire Park border installation/reconstruction update
• Grant opportunities from Region 9 discussed

The Parks and Recreation Committee voted unanimously to ask the Finance Committee about available funds for extending the walking path at Cullison Park to Rumsey, after receiving an increased estimate for Flexipave. Members also discussed updates on several parks, including increased use at Bane-Harris Park, a pending stairway at Mill Street, and a potential right-of-way connecting Riverfront Park to Cullison and Rumsey Parks. No final approvals or denials were made on any project.

• Approved motion to inquire with Finance Committee about funds for Cullison Park walking path extension (unanimous)
• Approved agenda (unanimous)
• Approved December 3, 2024 minutes (unanimous)
• Adjourned meeting at 7:29 p.m. (unanimous)

Age Friendly Shepherdstown

This meeting of the Age-Friendly Shepherdstown committee covers updates on several ongoing initiatives including a bike route, downtown fall prevention, hearing accessibility at town meetings, push-button entry for buildings, public transportation, and snow/ice removal. No new business is listed. The next meeting is scheduled for March 19.

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

The committee approved revised January minutes unanimously. No substantive decisions were made; most agenda items were status updates with no action taken, including recommendations on hearing accessibility, push-button entry, and a possible name change.

• Approved revised January 15 minutes (unanimous)
• Deferred action on hearing accessibility recommendation
• Deferred action on push-button entry recommendation
• Deferred action on committee name change

Finance Committee

The Shepherdstown Finance Committee will discuss the status of the current FY 2025 budget and begin development of the FY 2026 budget. The meeting includes routine items such as call to order, approval of minutes, and visitor comments.

• Status update on FY 2025 Budget
• Development of FY 2026 Budget

The Shepherdstown Finance Committee met on February 19, 2025, but deferred approval of previous meeting minutes. The main discussion focused on a 'wish list' of projects for potential funding in FY 2025 or FY 2026, with members consolidating duplicate items and clarifying alignment with the Comprehensive Plan. No evaluations or prioritizations were made; members were asked to individually rank projects totaling approximately $750,000 before the next meeting. A special meeting was scheduled for February 26 at 1:00 PM.

• Approval of January regular and February special meeting minutes deferred to next meeting
• No decisions made on project wish list; members asked to do preliminary prioritization of ~$750,000 in projects
• Special meeting scheduled for February 26, 2025 at 1:00 PM at Town Hall

Planning Commission

The Shepherdstown Planning Commission will hold a regular meeting and public hearing to consider a fence replacement application at 102 W. Washington Street and continue discussion of the draft 2025 Comprehensive Plan. The commission will also discuss meeting structure, schedule a PUD ordinance discussion, and receive updates on Town Council recruitment for an open seat on the commission.

• Application 25-03: Replace existing chain link fence with a 4’ and 6’ high wood privacy fence at 102 W. Washington Street
• Further discussion of the draft 2025 Comprehensive Plan
• Schedule special PUD ordinance discussion
• Status of Town Council recruitment and appointment of open seat on the Planning Commission

The Shepherdstown Planning Commission approved application 25-03 to replace a chain-link fence with a wood privacy fence at 102 W. Washington Street, with an amendment raising a section from 4 to 6 feet. The commission also discussed the draft 2024 Comprehensive Plan, agreeing to postpone suggestions to a later meeting and to hold a special meeting to prepare for the public hearing. They scheduled PUD ordinance discussions and reviewed volunteer recruitment and appointment processes.

• Approved application 25-03 for a wood privacy fence at 102 W. Washington St. with amendment (motion passed)
• Tabled discussion of Comprehensive Plan content suggestions to a later meeting
• Scheduled special meeting to prepare for Comprehensive Plan public hearing on March 17 at 7 p.m.
• Agreed to focus regular meetings on professional development and ordinance training
• Scheduled PUD ordinance discussion for special and regular meetings in March
• Directed Town Administrator to follow up on volunteer applications received

Finance Committee

The Shepherdstown Finance Committee will meet to discuss the status of the current fiscal year 2025 budget and begin development of the fiscal year 2026 budget. No specific financial figures or decisions are listed on the agenda.

• Status of FY 2025 Budget
• FY 2026 Budget Development

The committee discussed the status of the FY 2025 budget and began developing the FY 2026 budget. Staff presented a list of proposed projects, which was supplemented by additional items from members. The committee organized the projects using a color-coding system and merged duplicates. No formal votes or final decisions were taken.

• Reviewed proposed projects list for FY 2026 budget
• Added additional projects not previously submitted
• Created color-coding system to group related items
• Merged duplicate project proposals
• Reiterated need to identify new items for FY 2025 budget using anticipated surplus

Tree Commission

The Shepherdstown Tree Commission will meet to approve January minutes, discuss the Urban Forestry/Demonstration City Grant, review pending tree actions and the tree inventory database, address a tree well on German Street, consider the ANSI A300 standard of care and an approved species list, and discuss dead trees in Cullison Park and plans for an Arbor Day event. No new resident requests are listed.

• Urban Forestry/Demonstration City Grant discussion
• Tree well on German Street west of Entler
• Citizen concern about dead trees in Cullison Park
• Arbor Day Event planning
• Approved Species List (James and Jamie)

The Shepherdstown Tree Commission approved proceeding with all proposed pruning and tree planting work using its remaining $30K budget, despite a delay in urban forestry grant funding. The commission also decided to renew its tree inventory database license for $2,000, selected specific tree species for 11 planting sites, and agreed to use Gator Bags over tree diapers for new plantings. No root barriers will be used, with tree selection preferred instead.

• Approved proceeding with all proposed pruning and tree planting work using remaining $30K budget (unanimous)
• Approved $2,000 renewal of Arborscope tree inventory database license (unanimous)
• Selected tree species for 11 planting sites, including black gum, dogwoods, American hornbeam, fringe tree, Jefferson elm, and sweet gums (unanimous)
• Decided to use Gator Bags instead of tree diapers for new plantings (unanimous)
• Decided not to use root barriers, citing tree selection as better approach (unanimous)
• Scheduled Arbor Day event for April 26th as a tree planting event (unanimous)
• Set March meeting agenda to include dead tree/limb removal plan and EAB treatment decision (unanimous)
• Commission will assess tree concerns at Marty Amerikaner's and Linda Spatig's property, with Linus coordinating with town staff (unanimous)

Town Council

The Shepherdstown Town Council will hold a regular meeting on February 12, 2025, at Town Hall. Key items include ongoing business such as a Farmers Market event application, a task force on town banners, a presentation on town events, and financial status updates including 2025 budget revisions and 2026 budget planning. New business includes appointments, a historic property inventory presentation, a 250th anniversary celebration presentation, a policy on sidewalk snow removal, and a request for support for a youth project.

• 2025 Budget Revisions and 2026 Budget Planning
• Policy on Sidewalk Snow Removal
• Appointment of Town Recorder and Appointments to Board of Appeals
• Presentation by Keith Alexander on Historic Property Inventory
• Presentation by Peter Smith on Beeline March 250th Anniversary Celebration

The Shepherdstown Town Council approved the January 2025 meeting minutes as amended, a Farmers Market event application, and town expenditures, all unanimously. Council members were asked to submit nominations for Town Recorder by end of month for action at the March meeting. Several informational presentations were given, including updates on the Comprehensive Plan public hearing (March 13), Historic Property Inventory, and the Beeline March 250th Anniversary Celebration.

• Approved January 8, 2025 meeting minutes as amended (unanimous)
• Approved Farmers Market event application (unanimous)
• Approved town expenditures (unanimous)
• Set deadline for Town Recorder nominations: end of February for March meeting action

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will meet on February 10, 2025, to consider an application for exterior renovations at 202 Rocky Street, including window and shutter replacement, porch posts, and additions. A workshop session will also discuss a rear addition at 305 N. Mill Street. The agenda includes approval of previous minutes and standard procedural items.

• Application 25-02: 202 Rocky Street — multiple exterior renovations including vinyl-to-wood window replacement, shutter replacement, metal porch posts to wood, tongue and groove porch flooring, window planters, awnings, and gutters.
• Workshop session: 305 N. Mill Street — construction of a rear addition.

The commission approved all five elements of the renovation application for 106 N. Church Street, including window replacements, porch work, awnings, gutters, and shutters, each with unanimous votes. For 305 N. Mill Street, the commission rejected proposed window replacements and decorative windows, deemed the addition incompatible, and decided to schedule a site visit before further action.

• Approved wood tongue and groove porch decking (unanimous)
• Approved window replacements with 2-Lite wood windows (unanimous)
• Approved rectangular window awnings and planter boxes (unanimous)
• Approved 6-inch half-round copper-colored gutters with white downspouts (unanimous)
• Approved wooden shutters (unanimous)
• Rejected window replacements for 305 N. Mill Street
• Rejected decorative windows for 305 N. Mill Street
• Tabled addition at 305 N. Mill Street for site visit

Planning Commission

The Shepherdstown Planning Commission will review and finalize the draft 2025 Comprehensive Plan and schedule a public hearing. They will also nominate and select officers for the 2025 calendar year. No applications are pending.

• Review and finalize Draft 2025 Comprehensive Plan
• Schedule public hearing for Comprehensive Plan
• Nomination and selection of officers for 2025 (Vice President, President)

The Shepherdstown Planning Commission voted to move forward with the Draft 2025 Comprehensive Plan, with minor edits, and schedule a public hearing for March 6, 2025. Commissioners also elected Ebonée Helmick as President and Madge Morningstar as Vice President for the calendar year. No applications were submitted for review.

• Approved Draft 2025 Comprehensive Plan for posting after minor edits (unanimous)
• Scheduled public hearing for March 6, 2025
• Elected Ebonée Helmick as President
• Elected Madge Morningstar as Vice President

Public Works Committee

The Shepherdstown Public Works Committee will meet to discuss several unfinished items, including enhancing pedestrian and bicyclist accommodations, 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.

• Discussion of FY2025 priority to enhance pedestrian and bicyclist accommodations
• Status update on draft policy for public benches
• Status update on planned presentations about the town building code
• Status update on utility pole canvassing

The Public Works Committee met on January 27, 2025, and discussed several ongoing items, including the purchase of sharrows for High Street, a sidewalk report, a draft policy on public benches, and a planned presentation on the town building code. No formal votes or decisions were made; all items were discussion-only. A resident raised a drainage issue on West German St., and the mayor suggested she and her neighbors present a plan to the Planning Commission.

• No formal decisions or votes taken at the meeting
• Discussed purchase of sharrows for High Street (no action)
• Discussed sidewalk report; mayor to send to Woody Coe for quick-fix review
• Discussed draft policy on public benches; Linus to review changes
• Discussed finding a speaker for building code presentation; Chris to work on it
• Discussed utility pole canvassing; no update, mayor offered to participate

Water and Sanitary Board

The Shepherdstown Water and Sanitary Board will vote on minutes from December, receive flow and quality reports, and discuss updates on water distribution system construction, a hydrant report, and installation of a PLC at the sanitary sewer pump station. New business includes PFAS testing of water and biosolids and a flocculator motor at the water plant. Financial reports will cover procedure changes and an initial discussion of the 2025/2026 budget.

• PFAS testing of water and biosolids
• Flocculator motor at water plant
• Update on Water Distribution System Construction
• Installation of PLC at Sanitary Main Pump Station
• Initial Discussion of Budgets for 2025/2026

The Shepherdstown Water and Sanitary Boards approved minutes from the December 19 meeting. Staff reported challenges from freezing conditions, including ice on the water intake and filters. The boards discussed PFAS testing and future remediation options, and began preliminary talks on the 2025/2026 budget, noting higher chemical costs. No votes were taken on new business items.

• Approved December 19 Sanitary Board minutes
• Approved December 19 Water Board minutes

Town Council

The Shepherdstown Town Council will hold a special meeting to discuss and provide input on the Mountain Pure Concept and Site Development Plan, which will be shared with the Jefferson County Planning Commission. No other business is scheduled.

• Discussion of town input on the Mountain Pure Concept and Site Development Plan for the Jefferson County Planning Commission

Finance Committee

The Shepherdstown Finance Committee will discuss the status of the current FY 2025 budget and begin developing the FY 2026 budget. They will also plan for a Town Council budget workshop. The meeting is a planning session with no final decisions expected.

• Status of FY 2025 Budget
• FY 2026 Budget Development
• Planning for Town Council Budget Workshop

Finance Committee

The Shepherdstown Finance Committee will meet to approve November 2024 minutes and discuss several financial items: a new schedule for approving invoice payments starting January 2025, an update on town audit findings, the status of the virtual CFO services contract, the status of the FY 2025 budget, and planning for the FY 2026 budget and a Town Council budget workshop.

• Schedule for approving invoice payments starting January 2025
• Update on town audit findings
• Status of virtual CFO services contract
• Status of FY 2025 budget
• Planning for FY 2026 budget development and Town Council budget workshop

Age Friendly Shepherdstown

The committee will review old business items including downtown fall prevention, bike route planning, hearing accessibility, push-button entry, and public transportation. New business includes snow and ice removal downtown. The meeting is procedural with no final decisions expected.

• Downtown fall prevention and safety
• Greater Shepherdstown bike route
• Hearing accessibility at town meetings
• Push-button entry for town buildings
• Snow and ice removal downtown

Historic Landmarks Commission

The Shepherdstown Historic Landmarks Commission will consider two applications: a 6'x6' manufactured shed/greenhouse at 106 N. Church Street and exterior renovations including a metal roof and siding replacement at 202 Rocky Street. The meeting also includes approval of December 2024 minutes and a discussion of the Heritage Education Grant Project.

• Application 24-24: 6'x6' manufactured shed/greenhouse at 106 N. Church Street
• Application 25-01: New standing seam metal roof and James Hardie Plank Lap Siding at 202 Rocky Street
• Heritage Education Grant Project discussion

The Shepherdstown Historic Landmarks Commission approved two applications: a conditional approval for a shed/greenhouse at 106 N. Church Street pending material samples, and an approval for exterior renovations at 202 Rocky Street. The commission also discussed a heritage education grant project and received a volunteer application.

• Conditionally approved application 24-26 for a 6'x6' shed/greenhouse at 106 N. Church Street, pending material samples (unanimous)
• Approved application 25-01 for exterior renovations at 202 Rocky Street, including metal roof and James Hardie siding, noting the structure is non-contributing (unanimous)

Tree Commission

The Shepherdstown Tree Commission is meeting to discuss ongoing business, including a grant for urban forestry, the tree inventory database, and standards of care for tree maintenance. They will also address specific tree concerns and plan the Arbor Day event.

• Urban Forestry/Demonstration City Grant
• Tree inventory database updates and renewal
• Standard of Care documents for general, root collar, and tree planting
• Approved Species List review
• Dead trees in Cullison Park

Town Council

The Shepherdstown Town Council will hold a second reading of an ordinance amending the disorderly conduct penalty. The council will also discuss a request for comment on a groundwater extraction and bottle plant concept under review by the Jefferson County Planning Commission, and consider a West Virginia Urban Forestry Grant application.

• Second reading of ordinance to amend Section 7A-110, Disorderly Conduct: Penalty
• Request for comment on groundwater extraction and groundwater bottle plant concept under review by Jefferson County Planning Commission
• West Virginia Urban Forestry Grant application – Tree Commission
• Review and approval of town expenditures
• Task Force on Hometown Heroes Banners

The Shepherdstown Town Council approved a second reading of an amendment to Section 7A-110 (Disorderly Conduct) with a 6-1 vote, Marty opposed. No other substantive decisions were made; several items were postponed or reported without action.

• Approved Amendment to Section 7A-110, Disorderly Conduct (6-1)
• Postponed Farmers Market Event Application
• No action taken on Mountain Pure Concept Plan letter
• No action taken on 2025 Budget Revisions and 2026 Budget Planning