BOONSBORO MAYOR AND COUNCIL

REGULAR MEETING MINUTES
MONDAY, May 5, 2014

The Mayor and Council of Boonsboro held their Regular Meeting on Monday, May 5, 2014 in the Eugene C. Smith Community Center. In attendance were Mayor Charles Kauffman, Jr., Assistant Mayor Howard Long, Council Members Kevin Chambers, Cynthia Kauffman, Janeen Solberg, Barbara Wetzel and Sean Haardt. Also present were Town Manager Megan Clark, Police Chief Charles Stanford and Administrative Assistant Kimberly Miller. The meeting convened at 7:00 PM with the pledge and the invocation offered by Mayor Kauffman.

· Motion by Council Member Wetzel, second by Council Member Chambers to approve the April 7, 2014 Regular Meeting Minutes, as amended and motion carried.

· Motion by Council Member Cynthia Kauffman, second by Council Member Haardt to approve the April 28, 2014 Workshop Meeting Minutes, and motion carried.

· Motion by Council Member Wetzel, second by Council Member Kauffman to approve the April 28, 2014 Executive Session Workshop Meeting Minutes, and motion carried.

· Motion by Council Member Cynthia Kauffman, second by Council Member Wetzel to approve the April 2014 Treasurer’s Report, and motion carried.

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

GUESTS
·  Miss Poppy Proclamation: The Mayor presented the Proclamation to Miss Poppy 2014, Serenity Sprankle, a 2nd grader from Maugansville Elementary School. Miss Sprankle was accompanied by her mother Laura Sprankle and Cindy Smith of the American Legion Post 10 Ladies Auxiliary.

·  Adam Metz from Boy Scout Pack 23 of Funkstown, and his grandfather Ray Hoffman, attending for his Citizenship in the Community Merit Badge

·  Ben Bernatz from Boy Scout Pack 20 of Boonsboro, and his father Matthew Bernatz, attending for his Citizenship in the Community Merit Badge

CORRESPONDENCE

· Invitation from Boy Scout Kyle Nelson Kerry to attend his Eagle Scout Court of Honor at the American Legion Post 10 on May 14, 2014 at 6:30 PM

· The American Legion Post 10 Annual Easter Egg Hunt was held on Saturday, April 19, 2014 in Shafer Park

· The Salvation Army of Washington County’s Annual Appreciation Banquet was held on April 22, 2014

· A Life of Leadership Banquet was held to honor Shirley Metz on April 24, 2014 at the Airport Inn in Hagerstown

· Historical Life and Lore of Boonsboro; An Evening with Historian Doug Bast was held on April 25, 2014 at the Trinity Reformed United Church of Christ

· The Washington County MML Meeting will be hosted by the Town of Boonsboro on May 19, 2014 and held at the American Legion Post 10

Council Member Wetzel made the recommendation to write a letter of support to the Washington County Board of Education supporting the proposed upgrades to Sharpsburg Elementary School and the request to build a second elementary school in Boonsboro. Motion by Council Member Cynthia Kauffman, second by Council Member Solberg to approve the sending of a letter of support and request to the Washington County Board of Education, and motion carried.

Police Department Report – Chief Stanford. The Police Department received 240 calls for service, which included 43 motor vehicle violations for the month of April 2014. There was one (1) adult arrest for Burglary and Second Degree Assault on Green Fern Circle and one (1) juvenile arrest for Second Degree Assault, Disruption of School Operations and Disorderly Conduct at Boonsboro High School. Chief Stanford stated that he attended the Public Safety Commission meeting the month.

NEW BUSINESS

Ordinance 2014-02; Street Number Display: Town Manager Clark stated that a Public Hearing for Ordinance 2014-02; Street Number Display was held prior to the Regular meeting at 6:45 PM and that no public comments were made. She stated that Ordinance 2014-02 is being recommended by the Public Safety Commission and provides definitions for structures and the locations where the street numbers would be displayed on residences, commercial and accessory buildings. Motion by Council Member Cynthia Kauffman, second by Council Member Solberg to approve Ordinance 2014-02; Street Number Display as presented, and motion carried.

Street Overlay Request for Proposal: Town Manager Clark stated that the Council discussed 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 at the Workshop Meeting. She presented the proposed Street Overlay Request for Proposals requesting that contractors bid each of the alleyways and parking lot segments separately so that the Council can chose to accept portions of the bid independently or the entire project, depending on overall cost. She further stated that she is recommending that the RFP be advertised on May 8, 2014 with bids due on May 28, 2014. Council Member Wetzel stated that she would like to see an alternate bid for the use of pervious paving materials at the Maintenance Shop parking lot. Matthew Bernatz, a resident in attendance, stated that in his experience ice-melting salt destroys pervious paving materials and it may be a good idea to obtain a long-term service contract if the Town decides to use it as a ground covering at the Maintenance Shop. Council discussed Mr. Bernatz’s comments and other possible issues with heavy equipment. Motion by Assistant Mayor Long, second by Council Member Haardt to approve the advertising of the RFP for the Street Overlay Project as presented, as well as the alternate request for the use of pervious paving materials at the Maintenance Shop parking lot, and motion carried.

Green Purchasing Policy: Town Manager Clark stated that the Sustainable Procurement Policy for Green Purchasing is part of the requirements for the Sustainable Maryland Certified Municipal Certification Program and a positive step forward for the Town. She stated that the purpose of the Policy is to recognize responsibilities to minimize negative impacts on human health and the environment while supporting a diverse, equitable and vibrant community and economy. She further stated once the Green Purchasing Policy is enacted, the Town will strive to recognize that the types of products and services obtained for the Town have inherent social, human health, environmental and economic impacts and that the Town will make procurement decisions that embody the commitment to sustainability. Motion by Council Member Chambers, second by Council Member Wetzel to approve the Green Purchasing Policy to set a guideline for future Town purchases and services, and motion carried.

Shafer Park Sign: Town Manager Clark presented drawings for the proposed Shafer Park sign at the Potomac Street park entrance, similar in design to the welcome signs proposed in other areas within Town. She stated the Town was awarded $73,500 in Program Open Space funding in Fiscal Year 2013 and that the grant money can be used for a Town ‘welcome’ sign. She further stated that she contacted the lowest bidder from last year, Cronise Corporation, who stated that they could construct the new Park sign for the estimated amount of $6,500. Council discussed the placement and color of the ‘arrow’ directing people to Shafer Park, with Member Cynthia Kauffman stating the Park Board had not formally approved the final print design. Motion by Council Member Cynthia Kauffman, second by Council Member Solberg to approve the construction of the Shafer Park sign as presented contingent upon the Park Board approval of the final print design, and motion carried.

Board of Zoning Appeals Reappointment: Town Manager Clark, on behalf of the Board of Zoning Appeals, made the recommendation to reappoint Gary Schlappal to the BZA for a 3-year term through May 2017. Motion by Assistant Mayor Long, second by Council Member Cynthia Kauffman to approve reappointment of Gary Schlappal to the Board of Zoning Appeals for the term ending May 2017, and motion carried.

Boonsboro Municipal Utilities Commission Appointment: Council Member Chambers, on behalf of the Utilities Commission, made the recommendation to appoint Eric Kitchen, of 115 Orchard Drive, to the BMUC to fill the vacant term through June 2015. Motion by Council Member Chambers, second by Assistant Mayor Long to approve appointment of Eric Kitchen to the Utilities Commission for the term ending June 2015, and motion carried.


Shafer Park Loan Refinance: Assistant Mayor Long stated that he met with Susquehanna Bank representatives to request a lower interest rate for the Shafer Park Expansion loan and that he was able to obtain a rate of 2.38%, noting that the current rate with Susquehanna Bank is 2.89%. He stated that the current balance on the loan is $1.233 million and by refinancing the percentage rate of the loan it would save the Town approximately $30,000 in interest over the next 8-years. Motion by Assistant Mayor Long, second by Council Member Solberg to approve the refinancing of the Shafer Park loan at the 2.38% rate, and motion carried.

Waste Water Treatment Plant Debt Transfer: Town Manager Clark stated that she is requesting the transfer of funds from the General Fund to the Waste Water Treatment Plant Construction Account to cover the USDA WWTP Debt Service Loan payment of $79,501, due May 26, 2014. She stated that there is currently $26,428 in the WWTP Account, which was collected from the newly established $22.50 Debt Service charge, and that she is requesting the transfer of $53,073 to cover the additional funds need for the USDA payment. Motion by Council Member Cynthia Kauffman, second by Council Member Chambers to approve the transfer of $53,073 from the General Fund to the Waste Water Treatment Plant Construction Account for the May 2014 USDA WWTP Debt Service Loan payment which will be reimbursed to the General Fund at a later date, and motion carried.

COMMISSION REPORTS
Public Safety Commission – S. Haardt. Meeting held on April 17, 2014. Discussions included plans for the FireWise National Wildfire Community Preparedness Day on May 3, 2014 from 8AMto 3PM at the Yard Debris Site on Monroe Road and the 2014 National Night Out event scheduled for August 5, 2014.

Park Board –C. Kauffman. Meeting held on April 23, 2014. Discussions included the annual Shafer Park walk through to identify any problems and repair areas that need to be addressed, noting that bridges 2 and 4 need some stone work and the Gazebo needs painted. Mike Sokol, of How-To Sound, suggested equipment to improve the Shafer Park sound systems. Updates were provided on the Fishing Derby on May 10th, the Wagon Train event on May 18th, the Independence Day Celebration on July 3rd.

Utilities Commission –K. Chambers. Meeting held on April 9, 2014. Discussions included the recommendation to appoint Eric Kitchen to the BMUC to fill the vacancy and fulfill the unexpired term through June 2015, the approval to replace the turbidity meters at the Boonsboro Water Plant, and the review of the Draft Fiscal Year 2015 Water and Sewer Fund Budgets.

Planning Commission –H. Long. Meeting held on April 22, 2014. The Election of Officers was held with the same slate of Officers carrying forward for the next year. Discussion included the denial of BZA14-02; Request for Variance to vary to the side setback from fifteen feet to six inches for a proposed deck, and the review of the plans for the first phase of the Easterday Development and the proposed roundabout at Alternate 40 and Route 67.

Economic Development Commission –J. Solberg. Meeting held on April 23, 2014. Discussions included the plans for the Networking Breakfast on May 16, 2014 at 7:30 AM at Vesta Restaurant, updates on the Welcome signs, Maintenance Shop window painting, Sustainable Maryland Certified Program and plans for information kiosks and exterior brochure racks in Town, the EDC Fiscal Year 2015 Budget, the plans to join the Hagerstown-Washington County CVB, the Main Street display at the upcoming MML Convention in Ocean City, and the report from the Feasibility Study for the Cobblestone Hotel and the recommendation for a 40-room hotel, 200 seat conference center and three suggested locations sites.

Environmental Commission –B. Wetzel. Meeting held on April 8, 2014. Discussions included the approval to recommend the compliance with the Nutrient Management Regulations for the Town Farm to the Mayor and Council, the approval of the BEC Fiscal Year 2015 Budget, and the MDE Tawes Environmental Heroes Award.

Town Manager’s Report – M. Clark.

· Stated that approximately 19-tons of trash was picked up during the Spring Curbside Bulk Trash Pick-Up on April 26, 2014, noting that the Public Works staff collected 75 televisions and monitors to hold to recycle during the Green Fest event.

· Stated that bids for the Maple Avenue Waterline Project are due on May 7, 2014

· Stated that the LED lights have been delivered and installation will begin within the next few weeks

· Stated that Assistant Mayor Long and she will be attending the Western Maryland Local Government Exchange Conference on May 9, 2014 in Hagerstown

Motion by Assistant Mayor Long, second by Council Member Chambers to close the Regular meeting at 8:40 PM and moved into Executive Session; as permitted under Maryland State Article §10-508 (a) Section (1) to discuss the appointment, employment, assignment, promotion, discipline, demotion, compensation, removal, resignation, or performance evaluation of appointees, employees, or officials over who this public body has jurisdiction, and motion carried.