Harpers Ferry Town Council Meeting
Monday, 10 November 2014
MINUTES
Location:
Harpers Ferry Town Hall, 1000 Washington Street
Present:
Greg Vaughn, Mayor
Betsy Bainbridge (teleconferenced)
Jerry Hutton
Charlotte Thompson
Kevin Carden, Recorder
Hap Becker
Dan Riss
The meeting was called to order at 7:03 p.m. by Mayor Vaughn. All present recited the Pledge of Allegiance.
Mayor Vaughn made some opening announcements:
 The Mayor recognized veterans for their service.
 The Civil War Preservation Trust has purchased the property of the Alstadt Ordinary, which includes the land
the flea market is currently on. This property holds great historic value.
 Construction on the train tunnel across the Potomac River has been completed.
 The Mayor and Treasurer Kathryn Payne met with a representative from First Energy, who advised that they
will be trimming trees along utility lines soon. First Energy will also be pursuing a rate increase in early 2015.
Monthly meter reading, instead of bill estimating, will begin in 2015. There was some discussion on burying
power lines along Washington Street in future.
 The Mayor will be sending letters to property owners advising them of their responsibility to clear snow from
sidewalks adjacent to their property in a timely manner.
 The Mayor met with Sheriff Dougherty to discuss the Sheriff’s Office serving as process servers to deliver
summons to negligent property owners. The Mayor also spoke with Town Attorney Greg Bailey to ensure the
current summons is legally sufficient.
 The large Douglas fir in the Gazebo Park will no longer be decorated for Christmas, due to its size and
insufficient power supply for the amount of lights required.
1.
Approval of minutes: regular Council meetings: 8 September 2014, 13 October 2014; special meetings:
20 October 2014.
The minutes of 8 September 2014 were approved as received. The minutes of 13 October 2014 were
approved as corrected. The minutes of 20 October 2014 were approved as received.
2.
Public comments.
Patricia Morse asked that the engraving in the stepping stone to the Town Gazebo be restored, as it holds
great importance to Harpers Ferry history. Mrs Morse also asked that the Town reconsider the decision to no
longer decorate and light the Douglas fir at the Gazebo Park.
3.
Treasurer’s report – financial reports.
 The financial reports were approved as received.
a.
Timeframe for closing out FY2014 budget year.
Kathryn Payne reported that during the recent audit, there were two findings. One was previously
reported to Council. The second finding concerned a lack of separation of government and enterprise
funds, during the FY2011 and FY2012 journal entries that were received very late in FY2013.
b. Approval of invoices and purchases over $500.00.
 Charlotte Thompson made a motion to approve the submitted invoices over $500.00; Dan Riss
seconded. Motion carried unanimously.
c.
Approval of General Fund budget revisions.
 Hap Becker made a motion to approve the General Fund budget revisions; Jerry Hutton seconded.
Motion carried unanimously.
d. Approval of Water Works budget revisions.
 Hap Becker made a motion to approve the Water Works budget revisions; Jerry Hutton seconded.
Motion carried unanimously.
4.
Consent calendar: approval / confirmation.
None.
5.
Approval of pending permit applications.
a. Building permits.
i. Dr Robert Johnson – 460 Washington Street – Repair of front porch.
 Charlotte Thompson made a motion to approve the permit for repair of front porch at 460
Washington Street; Hap Becker seconded. Motion carried with three in favor, one opposed, and
one abstaining.
b. Sign permits.
None.
6.
Committee / organization reports.
a. Potomac Street Steering Committee.
i. Discussion and action on approval for Mayor to sign land swap and easement agreements for
Potomac Street Project.
 Charlotte Thompson made a motion to give approval to the Mayor to sign land swap and
easement agreements for the Potomac Street Project; Jerry Hutton seconded. Motion carried
unanimously.
b. Harpers Ferry – Bolivar Historic Town Foundation.
No report.
c.
Harpers Ferry Merchants Association.
Lisa Kovatch reported that an event schedule for Olde Tyme Christmas has been published on the
Assocation’s website. The Saturday before Thanksgiving, decorating will begin. The Association requests
that when the streets are plowed this winter, the public parking spaces should also be plowed for visitors.
d. Canal Towns Partnership.
Betsy Bainbridge reported that this month’s Canal Town Partnership regional meeting will be held at
Mather Training Center in Harpers Ferry, including a presentation by Laurie Potteiger of the Appalachian
Trail Conservancy.
7.
Town reports.
a. Police report.
Chief Brown reported that for the month of October 2014, there were 42 citations issued (31 in
Harpers Ferry).
i.
Discussion and action on Police Department personnel issue.
This item was discussed in executive session.
b. Historic Landmarks Commission.
Ed Wheeless reported that Landmarks has finalized the inventory of Historic District contributing
structures, which will be passed along to Planning. This will be a living document, with corrections and
updates made as they are received.
c.
Planning Commission.
Jay Winchester reported that Planning will conduct a public hearing on 20 November on all sections of the
draft ordinances currently under consideration in Parts 13 and 17 of the Codified Ordinances, except 1306
and the two sections for which public hearings have already been held.
i.
Discussion and action on adoption of the local Historic District inventory.
 Charlotte Thompson made a motion to adopt the local Historic District inventory; Jerry Hutton
seconded. Motion carried unanimously.
ii.
Discussion and action on responsibility and authority to maintain the local Historic District
inventory.
 Charlotte Thompson made a motion to assign responsibility and authority to maintain the local
Historic District inventory to the Historic Landmarks Commission; Dan Riss seconded. Motion
carried unanimously.
d. Tree Committee.
No report.
e.
Water Commission.
Barbara Humes said the winter hydrant markers will be placed this week. Josh Carter is in the process of
searching for a replacement actuator valve for the treatment plant. The high-service pump should be
delivered this month. The plant has been winterized, which should lower propane usage. The Water
Works’ vehicles have been readied for winter as well. New uniforms and safety equipment have been
delivered. Quotes are being gathered to have Harpers Ferry Water Works logos put on the trucks.
i.
Update on Water System and Infrastructure Improvement Project application to IJDC.
Barbara Humes attended a recent IJDC meeting, along with a representative from Steptoe & Johnson
and others. The package that was offered to Harpers Ferry fell a bit short of what was hoped for.
The method for calculating water rates was changed as well. The application has been tabled for
further action until December.
f.
Harpers Ferry – Bolivar Public Service District.
Mayor Vaughn said that the PSD went before the Jefferson County Commission requesting a $21,000
loan, which was denied. The County is strapped for money and advised the PSD to seek alternate funding.
g.
Parks and Recreation Commission.
Wayne Bishop thanked the local Boy Scouts of America troop for attending this Council meeting. He also
thanked them for all the hard work they did helping clean up streets and rights-of-way in the Town.
Beth Haney requested a page for Parks and Rec on the Town website.
i.
Update on preparation for draft documents for Greenway Trails Initiative and potential schedule.
Wayne Bishop said that Parks and Rec is continuing its work on developing a Greenway Trails
Initiative and hopes to bring that plan before Council in the near future.
ii.
Report on Halloween celebration.
Wayne Bishop reported on the very successful Halloween celebration in the Gazebo Park, featuring a
fire, marshmallows, candy, and drinks. Parks and Rec hopes to repeat this event next year.
h. Office Operations Committee.
Dan Riss reported that Office Ops will be meeting this week to discuss personnel issues.
i.
Budget and Finance Committee.
i. Determination of date for Town Council work session to review FY2014 financial reports.
Budget and Finance will work with Kathryn Payne to set a date for this work session.
j.
Ordinance Review Committee.
i. Discussion on course of action to pursue regarding proposed Stormwater Management Ordinance.
The Ordinance Review Committee feels this ordinance is ready to proceed forward. Matthew
Pennington of Region 9 said there is no federal mandate to enact a stormwater management
ordinance (SWM); however, several local jurisdictions have done so voluntarily. The model ordinance
was developed by Region 9, Delta Development, and other local planners and engineers. This
ordinance has been further customized by the Planning Commission for adoption by Harpers Ferry,
with recommendations from Region 9.
The impetus for adopting SWMs locally is the federal Chesapeake Bay Watershed Initiative, which
seeks to water quality in Chesapeake Bay and its tributaries. Sometime in 2015, a federal assessment
will be made of the strategies developed to that point toward this goal, compared to a marker date of
2025 for certain goals and criteria. Part of this assessment will take into account the number of
communities that have adopted an SWM. Stiffer regulations may be required at that time if sufficient
progress has not been made.
Mr Pennington recommends that Harpers Ferry should adopt this ordinance, but in a timely manner
that is appropriate for the Town. It could be approved at this time but made effective contingent on
meeting certain criteria, or it could be put into effect upon passage. The consensus of Council was to
move forward with the adoption process. Because the SWM is essentially a land-use ordinance,
30-day notice is required before conducting a public hearing on it.
Mike Kennedy asked that it be kept in mind there are other requirements that must be met once the
ordinance is adopted; for example, setting up an escrow account and signing an MOU with Region 9
for engineering services. Those should be in place before the ordinance is made effective.
A public hearing on the Stormwater Management Ordinance will be conducted on 15 December
2015, after notice is published in the Spirit of Jefferson. First reading may then proceed at the regular
January Council meeting.
k.
Grants and Special Projects Committee.
Charlotte Thompson reported that she has been in touch with businesses to discuss the proposed solid
waste ordinance.
l.
Parking Committee.
No report.
8.
Unfinished business.
None.
9.
New business.
a.
Discussion and action on request to remove isolated sidewalk panels adjacent to 844 E Ridge Street.
 Hap Becker made a motion to approve removal of isolated sidewalk panels adjacent to 844 E Ridge
Street, to be completed by the owner of the adjacent property (Laurel Lodge); Charlotte Thompson
seconded. Motion carried unanimously.
b. Discussion and action on Hardy Cellular ground lease.
Kathryn Payne said Hardy Cellular wants to extend this lease for 10 years, but there has been no
discussion on increase the monthly rate. The lease agreement is currently under legal review. Further
action on this item is postponed.
c.
Discussion and action on Disaster and Recovery Plan.
This item is postponed.
d. Discussion and action on painting the Gazebo.
 Hap Becker made a motion to approve the proposal from E&H Talley Enterprises for $4,750 for
painting of the Gazebo, to be paid from Streets & Transportation; Charlotte Thompson seconded.
Motion carried unanimously.
e.
Discussion and action on selection of snowplow contractor for winter 2014-2015.
 Charlotte Thompson made a motion to approve the proposal for snowplowing of the Town Hall / post
office parking lot by R.S. Excavating for winter 2014-2015; Hap Becker seconded. Motion carried
unanimously.
 Charlotte Thompson made a motion to approve the proposal for snowplowing of streets by Courtney
& Sons Towing; Dan Riss seconded. Motion failed with two in favor, three opposed.
 Jerry Hutton made a motion to approve the proposal for snowplowing of streets by Uvilla Small
Engine Repair; Hap Becker seconded. Motion carried with four in favor, one opposed.
10. Council reports and action item updates.
None.


Jerry Hutton made a motion to enter executive session; Charlotte Thompson seconded. The meeting entered
executive session at 9:08 p.m.
Dan Riss made a motion to exit executive session; Charlotte Thompson seconded. The meeting returned to
open session at 9:52 p.m.
Dan Riss motioned to adjourn; Charlotte Thompson seconded. The meeting was adjourned at 9:52 p.m.
________________________________________
Greg Vaughn, Mayor
________________________________________
Kevin Carden, Recorder