BOONSBORO MAYOR AND COUNCIL

REGULAR MEETING MINUTES
MONDAY, June 2, 2014

The Mayor and Council of Boonsboro held their Regular Meeting on Monday, June 2, 2014 in the Eugene C. Smith Community Center. In attendance were Mayor Charles Kauffman, Jr., Assistant Mayor Howard Long, Council Members Janeen Solberg, Cynthia Kauffman, Barbara Wetzel, Sean Haardt and Brigitte Schmidt. Also present were Town Manager Megan Clark and Police Chief Charles Stanford. The meeting convened at 7:00 PM with the pledge and the invocation offered by Mayor Kauffman. Mayor Kauffman congratulated and welcomed the newly elected Assistant Mayor and Council Members.

· Motion by Council Member Cynthia Kauffman, second by Council Member Wetzel to approve the May 5, 2014 Public Hearing Meeting Minutes for Ordinance 2014-02; Street Number Display, and motion carried.

· Motion by Council Member Solberg, second by Council Member Cynthia Kauffman to approve the May 5, 2014 Regular Meeting Minutes, and motion carried.

· Motion by Council Member Cynthia Kauffman, second by Assistant Mayor Long to approve the May 5, 2014 Executive Session Meeting Minutes, and motion carried.

· Motion by Council Member Cynthia Kauffman, second by Assistant Mayor Long to approve the May 20, 2014 Workshop Meeting Minutes, as amended and motion carried.

· Motion by Council Member Solberg, second by Council Member Wetzel to approve the May 20, 2014 Executive Session Workshop Meeting Minutes, and motion carried.

· Motion by Assistant Mayor Long, second by Council Member Cynthia Kauffman to approve the May 2014 Treasurer’s Report, and motion carried.

· Motion by Assistant Mayor Long, second by Council Member Solberg to approve the May 2014 Bills to be Paid Report, and motion carried.

GUESTS

2014 Fishing Derby: Park Board Member Rich Hawkins provided the Mayor and Council with an update on the Annual Fishing Derby held on Saturday, May 10, 2014, stating approximately 126 children participated in the event. $5 gift certificates were presented to all registered children, with $890 raised in donations. He stated that $875 was spent in total expenses, noting that the 2014 event supported itself this year. The Mayor thanked Mr. Hawkins and the volunteers who assist with the event every year.

CORRESPONDENCE

· Received a response to the Town’s letter to Washington County School Board regarding Boonsboro Elementary School nearing student enrollment capacity

· The Mayor was the guest speaker at the Boonsboro Chapter of the National Honor Society Banquet on May 21, 2014 at Beaver Creek Country Club

· Invitation to the Boonsboro Historical Society’s Appreciation Celebration on June 8, 2014

· Attended two Eagle Scout Court of Honor during the month of May 2014

· Participated in the Boonsboro Memorial Day Wreath Laying Ceremony and Parade on Sunday, May 25, 2014

Police Department Report – Chief Stanford. The Police Department received 249 calls for service, which included 49 motor vehicle violations for the month of May 2014. There were two (2) adult arrest, one for possession of CDS on the 7700 block of Old National Pike and one for First and Second Degree Assault, Assault on a Police Officer and False Imprisonment on Tiger Way, and zero (0) juvenile arrests. Chief Stanford stated that the Police Department participated in the Fishing Derby, Green Fest and Memorial Day Ceremony and Parade. The Department also worked overtime on the Carnival grounds from May 23 through May 31, 2014 and were also paid by the Boonsboro Rescue Company 69.

NEW BUSINESS

Street Overlay Request for Proposal: Town Manager Clark stated that the Council approved utilizing the Fiscal Year 2014 Highway User Revenue Funds for an asphalt milling and overlay project which included Nyman Alley, Gantz Alley, Cemetery Lane and the Maintenance Shop parking lot, requesting that contractors bid each of the alleyways and parking lot segments separately so that the Council could chose to accept portions of the bid independently or the entire project, depending on overall cost. She presented the five bid results that were received at the Bid Opening on May 28, 2014. She stated that CJ’s Paving & Excavating of Frederick, Maryland was the low bidder at $60,140, with Huntzberry Brothers being the second lowest bidder at $70,200 for the entire Overlay Project. She further stated that she checked CJ’s Paving & Excavating references, reviewed photographs of previous jobs, and contacted Curtis Cover, of CJ’s, to request that they provide their current insurance certificate which was not submitted with the Bid package. Town Manager Clark stated that she is recommending that the Overlay Project be awarded to the low bidder, CJ’s Paving & Excavating, contingent upon them providing the bond and insurance certificate. Motion by Assistant Mayor Long, second by Council Member Cynthia Kauffman to award the Fiscal Year 2014 Street Overlay Project to CJ’s Paving & Excavating for the overall cost of $60,140, contingent upon the receiving of the bond and insurance certificate, noting that if the required documents are not received the Project will be awarded to the second lowest bidder, Huntzberry Brothers, for the overall cost of$70,200 and motion carried.

Waterline Loan Proposals: Assistant Mayor Long provided the Maple Avenue Waterline Loan proposals received from Susquehanna Bank for $160,000, noting that the Council had requested that he contact Susquehanna Bank, Middletown Valley Bank, The Columbia Bank and M&T Bank to compare interest rates and terms. He reviewed the interest rates and terms that he received, stating that he is recommending the offers from Susquehanna Bank at either the 2.38% fixed rate for five (5) years which would be adjusted every five years, or the 2.99% fixed rate for ten (10) years which would be adjusted one time. He further stated that Susquehanna Bank requires a Commitment Fee of $500 for the loan processing. Motion by Assistant Mayor Long, second by Council Member Schmidt to approve the Maple Avenue Waterline Loan for $160,000 with Susquehanna Bank for the 2.99% fixed rate for ten (10) years, and motion carried.

Adoption of Fiscal Year 2014 Budgets: A Public Hearing was held at 6:15 PM for public input on the Fiscal Year 2015 Budgets, with no public comments being made.

·  Motion by Council Member Cynthia Kauffman, second by Council Member Haardt to approve the Fiscal Year 2015 General Fund Budget as presented, and motion carried.

·  Motion by Assistant Mayor Long, second by Council Member Haardt to approve the Fiscal Year 2015 Water Fund Budget as presented, and motion carried.

·  Motion by Assistant Mayor Long, second by Council Member Wetzel to approve the Fiscal Year 2015 Sewer Fund Budget as presented, and motion carried.

National Road Heritage Foundation Lease Extension: Mayor Kauffman stated that the National Road Heritage Foundation has requested the renewal of their Lease Agreement for the Warrenfeltz Building and property located at 214 North Main Street. He stated that the Foundation is requesting that the terms of the agreement be changed from a five (5) year lease to a ten (10) year lease to assist with obtaining grants as they work to transform the building into a National Road Heritage Foundation Museum. Motion by Council Member Wetzel, second by Council Member Cynthia Kauffman to renew the National Road Heritage Foundation Lease Agreement for the terms of ten (10) years.

EDC Project Implementation: Town Manager Clark stated that the Economic Development Commission has requested to implement five projects before the end of Fiscal Year 2014 totaling $16,500 to be paid from the Contingency Fund. She stated that those requests include the purchasing of recycling bins and replacement trash cans for Main Street, the power-washing of the Town Hall Annex exterior, the purchasing of an outdoor brochure rack for the front porch of Town Hall for tourists to easily find information about the Town, and the painting of murals on the front window areas of the Town Maintenance Building. Motion by Council Member Cynthia Kauffman, second by Council Member Schmidt to approve the EDC’s FY14 Town improvement project requests for the total cost of $16,500 from the Contingency Fund.

BMUC Reappointment: Town Manager Clark, on behalf of the Boonsboro Municipal Utilities Commission, presented the recommendation to reappoint Ray Hoffman to the BMUC for a 4-year term through June 2018. Motion by Assistant Mayor Long, second by Council Member Wetzel to approve reappointment of Ray Hoffman to the Boonsboro Municipal Utilities Commission for the term ending June 2018, and motion carried.

Boonsboro Athletic Boosters, Inc Donation Request: Mayor Kauffman stated that a donation requested was received from the Boonsboro Athletic Boosters, Inc for the 22st Annual Dwight Scott Golf Tournament on June 30, 2014 at the Black Rock Golf Course. Motion by Assistant Mayor Long, second by Council Member Cynthia Kauffman to donate $100 to the Boonsboro Athletic Boosters, Inc for the 22st Annual Dwight Scott Golf Tournament, and motion carried.

The National Academy of Future Physicians Scholars Donation Request: Mayor Kauffman stated that a donation requested was received from Michelle Addo, an 8th grade student from Boonsboro Middle School, to attend The Congress of Future Medical Leaders in Washington, DC on November 14, 15 and 16, 2014. He stated that Miss Addo currently has a 3.86 GPA and is in need of assistance to pay the attendance cost of $1,585 for the event, noting that invitation is by Academic Nomination only. Motion by Council Member Cynthia Kauffman, second by Assistant Mayor Long to donate $300 to The National Academy of Future Physicians Scholars to sponsor 8th grade BMS student Michelle Addo, and motion carried.

Council Member Wetzel proposed establishing a three (3) person Council Member Policy Committee to discuss policies and other issues that may arise throughout the year, including the establishment of the guidelines for the roll and duties of a Liaison, donation requests, and so on. Mayor Kauffman stated that he will take Council Member Wetzel’s proposal under advisement and further discuss the proposal at the June Workshop meeting. Mayor Kauffman also stated that he will be making Liaison appointments and requested that the Council Members inform him of what Commissions and Boards they would like to work with.

COMMISSION REPORTS
Public Safety Commission – S. Haardt. Meeting held on May 15, 2014. Discussions included the resignation of Commission Member Brian Hill due to the relocation of his employment, the ongoing issues with deteriorating sidewalks in Town and the proposed Walkability Study, and the 2014 National Night Out event scheduled for August 5, 2014.

Park Board –C. Kauffman. Meeting held on May 28, 2014. Discussions included the approval of the new Park entrance sign design, finalizing the plans for the Independence Day Celebration on July 3rd and the upcoming Shafer Park Summer Concerts.

Utilities Commission –M. Clark. Meeting held on May 8, 2014. Discussions included the Maple Avenue Waterline Project bid results and the motion to table the Project until the June meeting, the submission for an Operations and Maintenance Grant for up to $30,000 from MDE, the approval to send three staff members to the Annual Short Course Training, the approval to waive the sewer analysis for Battlefield Estates, and the approval of the Fiscal Year 2015 Water and Sewer Fund Budgets.

Planning Commission –H. Long. Meeting held on May 27, 2014. Discussion included the revisiting and approval to recommend Ordinance 2011-02; Amendment to the Zoning Ordinance for Domestic Chickens to the Mayor and Council, the approval of the site plan review for the Shafer Park parking Lot, and updates on rezoning the north end of Town for a proposed High’s Convenience Store on the Easterday property and the SHA’s review for a proposed roundabout in the same area.

Economic Development Commission –J. Solberg. The Networking Breakfast was held on May 16, 2014 at 7:30 AM at Vesta Restaurant with guest speakers from Fahrney-Keedy Home and Village. The next EDC meeting will be held on June 25, 2014 in the Town Hall Annex. EDC members George and Vickie Messner will be attending the upcoming MML Convention in Ocean City and running the Main Street exhibit.

Environmental Commission –B. Wetzel. Meeting held on May 14, 2014. Amanda Kerr, a Boonsboro resident and Environmental Science student at Northwestern University was a guest at the meeting and it was suggested that she could help with the Town walkability study. Discussions included the Sustainable Maryland Certified status, the MDE Tawes Environmental Heroes Award presentation, the Green Fest update, the draft Zero Waste Plan, the Green Purchasing Policy, the DRN tree planting on the Town Farm, and the upcoming guests for the Public Education Speaker Series.

Town Manager’s Report – M. Clark.

· Stated that the LED lights have been delivered and installation has begun, noting that $37,500 will be reimbursed through the project Grant

· Stated that the Shafer Park parking lot plans have been forwarded to Washington County for their final review and approval, noting that the next step with be preparing the bid specifications for an RFP

· Stated that Dr. Brian Hopkins, the Town’s new Engineer, started work on May 27, 2014

· Stated that staff is moving forward with the approved landscaping plan for the Maintenance Shop and should be completed in the beginning of July