BOONSBORO MAYOR AND COUNCIL

REGULAR MEETING MINUTES
AUGUST 2, 2010

The Mayor and Council of Boonsboro Regular Meeting Session convened at 7:00 PM in the Eugene C. Smith Community Center with the pledge and invocation. In attendance were Mayor Charles Kauffman, Jr., Assistant Mayor Howard Long, Council Members Kevin Chambers, Cynthia Kauffman, Natalie Mose, Barbara Wetzel, and Janeen Solberg. Also present were Town Manager Debra Smith, Planning Director Megan Clark, and Administrative Assistant Kimberly Miller.

·  Motion by Council Member Chambers, second by Council Member Cynthia Kauffman to approve the July 6, 2010 Public Hearing Minutes, and motion carried.

·  Motion by Council Member Cynthia Kauffman, second by Council Member Mose to approve the July 6, 2010 Regular Session Minutes, and motion carried.

·  Motion by Council Member Chambers, second by Council Member Cynthia Kauffman approve the July 27, 2010 Workshop Minutes, and motion carried.

·  Motion by Council Member Chambers, second by Council Member Cynthia Kauffman approve the July 27, 2010 Workshop Executive Session Minutes, and motion carried.

·  Motion by Assistant Mayor Long, second by Council Member Mose to approve the July 2010 Treasurers Report and motion carried.

·  Motion by Assistant Mayor Long, second by Council Member Mose to approve the July 2010 Bills to be Paid, and motion carried.

CORRESPONDENCE

·  Women of Distinction luncheon at Fountain Head Country Club on August 5, 2010

·  Request from Breast Cancer Awareness of Cumberland Valley to place pink ribbons on Main Street from October 11 to 15, 2010

·  Announcement of the First Hose Company of Boonsboro’s Annual September 11 Remembrance Parade

·  Article in the Herald-Mail Newspaper concerning the 3-alarm fire in Clear Spring, Maryland at their old hotel and row houses

·  July 20, 2010 Council Members Cynthia Kauffman, Natalie Mose, and Barbara Wetzel attended a luncheon at the Ag Festival

·  Invitation to attend the Washington County Library informational meeting on August 25, 2010 concerning the Downtown Library expansion

·  95th Anniversary Celebration of the Maryland Theater on September 11, 2010 with entertainment by The Four Tops and The Temptations

·  Council Member Cynthia Kauffman received an email from Crestview resident concerning a dead pine tree and sink hole. Planning Director Clark is working on the issue.

GUESTS

Presentation of Recognition Awards: The Mayor and Council presented recognition plaques to Jerry and Virginia Strailman for their 20+ years as Election Registrars, Richard Hawkins, Sr. for 25 years on Town Council, and Robert Mose who retired on June 30, 2010 after 22 years of service with the Town. The Mayor thanked them all for their years of service and dedication to the Town.

Park Expansion Update: Rich Hawkins reported that the DNR Back Yard Fishing Program was held on June 23rd at the town’s fishing pond for kids 16 and under with about 12 kids in attendance. He also reported that the American Chestnut trees planted and maintained by the Forestry Dept. are growing well. The draught has killed approximately fifteen-(15) of the forty-(40) trees planted by the town, which will be replaced in the fall. He stated that he and the Town Manager are working a field usage schedule for the new fields to be made available to local sport groups.

UNFINISHED BUSINESS

Proposed Approval of Ordinance 2010-01; Street Standards: Introduced on June 7, 2010 with a Public Hearing held on July 6, 2010. Planning Director Clark stated that the Planning Commission is recommending the approval of Ordinance 2010-01; Street Standards, with one revision to include a standard 6” curb (SHA Type D Curb) for local and minor collector streets, based upon comments received by several engineers. She further stated that this will provide that all roads have the standard 6” curb, with the exception of Warrior Boulevard which is a SHA Type A 8” curb. Motion by Assistant Mayor Long, second by Council Member Cynthia Kauffman to approve Ordinance 2010-01; Street Standards. Motion carried.

NEW BUSINESS

Request for Bids; Correct/Repair Municipal Building Foundation Water Seepage: Town Manager Smith stated that three contractors were contacted with only two providing quotes to address the water dampness issue in the Town Hall and former library basements with both proposing the installation of a dual drainage system. Due to the limited availability of contractors specializing in this field of work and the provided estimated cost, Town Manager Smith proposed placing this project out for bids. Discussions included a recommendation to request a scope of work be developed by Triad Engineering that would provide a professional assessment of the problem and the ability for all contractors to bid consistently. Motion by Council Member Wetzel, second by Council Member Solberg to place the correction and repair of the Municipal Building Foundation Water Seepage out to bid based upon the engineers analysis and scope of work. Motion carried.

Request for Bids; Security Camera Systems for Town Hall and Police Department: Town Manager Smith stated that Chief Hewett obtained three cost proposals for the installation of security cameras at the rear and front of Town Hall and at the Police Department. Each quote varied somewhat due to the type of system each company proposed would accommodate the need of each proposed site. Discussions at the workshop meeting of the Mayor and Council found the quotes to be to inconsistent and therefore it is being proposed for re-bid. Council member Wetzel suggested that Scott Nicewarner of the City of Hagerstown be contacted for guidance on developing a scope of work. It was also recommended that Glessner Alarm make a recommendation since they installed the current system. Motion by Council Member Cynthia Kauffman, second by Council Member Chambers to place the Security Camera Systems for Town Hall and Police Department out to bid, with Council Member Mose opposing. Motion carried 5-1.

Proposals for Automated Emergency Notification System: Town Manager Smith stated that an Automated Emergency Notification System is being proposed for a faster means of communication to the residents in cases such as water leaks. Costs for systems utilized by the Town of Middletown and the Washington County Board of Education have been obtained.

·  The BOE is using a system called “Alert Now” and the estimated cost is $2.50 per household (x 1,292 customers = $3,230). This system offers a complete information alert, which sends out voice messages, emails, and text messages to subscribers. Alert Now also includes a tech support fee of $1,250 for a total of $4,480 per year.

·  Middletown is using a system called “Global Connect” and will cost $.55 per household (x 1,292 customers = $710.60) Town Manager Smith discussed the program with Drew Bowen, who stated that there are no tech support or other associated fees.

Council Member Wetzel provided the Town Manager with information on Nixle's Municipal Wire, which is a free alert system for government agencies. Council Member Chambers stated that although the system used by Middletown is cost effective, he feels a system should offer the ability to send out messages in the forms of emails and texts in addition to voice messaging. Town Manager Smith will obtain further information on alert systems and presented her findings at the next Workshop meeting.

Friends of Shafer Park : Due to the lack of available POS funding, Mayor Kauffman stated that the Town needs to establish a non-profit organization to obtain contributions that will assist in funding further development of the Shafer Park Expansion Project. A brief summary of the proposal was printed in the Independence Day Celebration flyer, which asked any interested citizens to contact Town Hall. He added that a 501c(3) status will be established to create the “Friends of Shafer Park” and that the Foundation Board will be open to anyone in South County wishing to serve. Motion by Council Member Cynthia Kauffman, second by Council Member Mose to move forward with the process of creating a 501c(3) non-profit foundation to be know as the “Friends of Shafer Park”. Motion carried.

Proposed Alley Names: Town Manager Smith stated that Council Member Solberg discussed the unnamed alleys in town at the workshop meeting and that the Council came to a consensus in naming two of the alleys. The alley at Young Avenue crossing Potomac Street to Alley 11 to be named ‘Gantz Lane’ and the alley beside Boonsboro Auto Parts to be named ‘Gaines Place.’ Council Member Solberg stated that upon further research by Dennis Reese of the Public Safety Commission, it has been brought to her attention that the alley from Young Avenue to Potomac Street is already named ‘Gantz Alley’ on the town map, but that it does not have a street sign. Motion by Council Member Solberg, second by Council Member Chambers to name the alley from Potomac Street to Alley 11 ‘Gantz Alley’ and the alley beside Boonsboro Auto Parts to be named ‘Gaines Place.’ Motion carried.

Maryland Municipal League Resolution: Assistant Mayor Long stated that he received a Resolution from the Maryland Municipal League urging the State of Maryland to reinstate the Highway User Revenue (HURs) and State Aide for Police Protection diverted from the municipal state governments to the State’s general fund. He further stated that upon approval of the Resolution, the signed document will be forwarded to Governor O’Malley, Senator Munson, and Delegate Shank to be part of the Legislative agenda. Motion by Assistant Mayor Long, second by Council Member Cynthia Kauffman to approve the MML Resolution and mail it to the appropriate government officials. Motion carried.

COMMISSION REPORTS

Public Safety Commission – J. Solberg. Meeting held on July 8, 2010. Discussions included plans for National Night Out, new Police signs at the Shafer Park pavilions, and the suggestion to close Park Drive to vehicular traffic during the carnival and Boonsboro Days to help with traffic control.

Police Chief Report – D. Smith (J. Hewett was on vacation) The Police Department received 451 calls for service, which included 50 motor vehicle violations and 12 parking citations. Arrests for the month of July included one (1) adult for first Degree Burglary and zero (0) juveniles. In addition, the Boonsboro Police Department assisted in the search and capture of an escaped inmate from the Maryland Correctional Institution – Hagerstown on July 30, 2010.

Park Board – Cynthia Kauffman. No meeting held in July.

Utilities Commission – K. Chambers. Meeting held on July 8, 2010. Discussions included the Alternate 40 Water Line Extension resident request for financial assistance with tapping fees, the review of the 2005 Fletcher’s Grove water improvements, the Waste Water Treatment Plant HVAC warranty contract cost comparison, and plans for the recognition of Superintendent Bobby Mose’s retirement.

Planning Commission – H. Long. Meeting held on July 20, 2010. Discussions included the presentation of the Final Plat for the Fletcher’s Grove Commercial Lots by Bill Brennan, and the review of comments regarding Ordinance 2010-01; Street Standards from Bill Brennan and Mike Wiley.

Economic Development Commission – N. Mose. Meeting held on July 28, 2010. Council Member Solberg resigned from the Commission due to her election to the Council, but members recommended that she continue attending the meetings as a non-voting member. Discussions included the cancellation of this years Christmas Decorating Contest, the closing of South Mountain Day Spa and Rain or Shine Tanning Salon, the posts on the welcome signs were re-painted and suggestion to place event signs on separate posts ‘near’ the welcome signs, the placement of cloth liners in the windows of the Warrenfeltz building, and the suggestion to hold a pictorial Scavenger Hunt in the fall around town.

Council of Governments/Community Outreach – B. Wetzel. Community Outreach held their meeting on July 8, 2010. Discussions included notifying the Sheriff’s Department of municipal events so that they are aware of patrol areas. The Council of Governments held their meeting on July 29, 2010. Discussions included a presentation by Cliff Engle, of the Waste Management Team for Washington County, on recycling problems and possible solutions for Washington County, including implementing the Recycling Bank Program.

Town Manager – D. Smith

§  Currently working on preparing a field usage request form to be issued to local non-profit youth sport organizations for coordination of the new Shafer Park ball fields.

§  MEA will be performing an energy audit of the Police Department building as part of the energy grant on Sept 16, 2010

§  CD copy of the Draft 2009 Washington County Water and Sewerage Plan Update, showing the proposed changes have been provided to the Town. A Public Hearing will be held on Monday, August 30, 2010 at 7 PM in the Washington County Courthouse.

§  The Public Works Department will begin flushing hydrants next week and a public notice will be placed in the paper. The process will take approximately 2 weeks.

CITIZEN COMMENTS

Joyce Kaetzel: Ms. Kaetzel discussed an unstable sign at the corner of Park Drive and McKeldin Drive, which was damaged during the carnival, stating that this is her second request to have it repaired. The Town Manager reported that a work order was issued for the repair of the sign, but that she will have the Public Works employees re-check the sign.