MINUTES
TOWN MEETING
March 5, 2014
Emmitsburg Town Office
Present: Mayor Donald Briggs; Commissioners Clifford Sweeney, Christopher
Staiger, Jennifer Mellor, Glenn Blanchard and
Tim O’Donnell, President.
Staff
present were Vickie Felix; Donna DesPres, Town
Clerk and Dave Haller, Town Manager.
Tardy: Commissioner Blanchard with prior notice, arrived at 7:50 p.m.
_________________________________________________________________________
I.
Call to Order
Commissioner
Tim O’Donnell, President of the Board of
Commissioners, called the March 5, 2014 Town
Meeting to order at 7:30 p.m. Pledge of
Allegiance was recited.
Approval of Minutes
The Minutes of the February 17, 2014 Town
Meeting were approved as presented.
Commissioner Comments
Commissioner O’Donnell reported that the SHA
sponsored a meeting in regards to pedestrian
fund sources. Commissioner Blanchard announced
that he will be unable to attend the March 17,
2014 Town Meeting.
Mayor’s Comments
Mayor Briggs commented on an article in the
Frederick News Post about the National Parks
in Maryland which attract many visitors, quoting
that the dollars brought in support many jobs.
Commissioner O’Donnell added to this, reporting
on the Great Allegheny Passage, stating that
there is a lot to be said about the tourist
dollar.
Administrative Business
·
Sewer inspection notifications – scheduling
difficulties
·
Irishtown Road ditch – Suggestion to put up
reflector poles. Board approved, staff will
move forward.
·
SHA responded favorably to putting turn lane
along Route 140 westbound, prior to Timbermill
Run. Commissioner Staiger will forward to the
Citizens Advisory Committee.
·
West Lincoln Avenue – proposed one-way on South
Seton and School Lane. Stakeholders in the
block do not support the traffic change. Staff
recommends that it remains as is.
·
Requested investigation on reducing glare on
street lights – With Board consensus,
Commissioner Staiger and Mr. Haller will work
together to selectively test some different ways
and report back to the Board. Temporary No
Parking – requesting additional signage to note
the times, etc., as in the format recently used
for snow removal. Commissioner Staiger and Mr.
Haller will work together to come up with how
the signage should appear. The Board approved
for them to move forward.
·
Update on Parks Committee Meetings – received
Board’s approval to have From the Hills
as one of the concerts this summer in Community
Park. Emmit Gardens Tot Lot – need to see if
the community as a whole wants it.
·
Water treatment building – brief discussion
brought on by Tot Lot mention: the wells are in
place and lines are run to property.
·
Snow plowing - many town residents expressed
appreciation of staff’s hard work to get roads
cleaned.
·
Drug Awareness seminar - phase 2 of 3 parts.
The third phase will be an ordinance by
commissioners.
·
Energy grant update
·
Sustainable Maryland Certificate Program – this
will help with grant money
·
Flat Run – working with DNR and going through
grants to see if there is something that can be
done in regard to the flooding issue.
·
Town grant funding update – three properties
represent $98,000; fund $24,800.
·
Un-decoration of Christmas tree in front of the
Community Building – Staff will take care of
it.
-
Position for Accountant – Mayor Briggs would
like to hire Cole L. Tabler at a grade 11,
step 4; the Board was in dispute over the
process taken
to introduce
this item
to them but, they approved unanimously.
Consent Agenda - none
Reports:
Treasurer’s Report
- Commissioner Blanchard reported on February
2014 cash activity. Detailed report at Exhibit
A.
Planning Commission Report
- Commissioner Sweeney reported that the
Planning Commission did not meet in February.
He did report that at the March 31, 2014
Planning Commission meeting there will be the
Dollar General presentation.
II.
Agenda Items
Audit Report
This item
was postponed until the 2nd meeting
in April 2014.
New Accountant Position – discussion
Donna
Despres, Town Clerk began by stating that there
is no additional hiring; the number of personnel
will remain as before. She pointed out that the
job description title is being changed from Town
Clerk to Accountant and the duties related to
the Town Clerk were stricken from the job
description because they will now be done by the
Administrative Assistant. Commissioner Staiger
wanted to clarify that the accountant position
would remain a pay grade 11 position and Town
Clerk will be removed from the pay grade 11
description on the chart; and, that the
Accountant title will replace it. He also
clarified that the current Administrative
Assistant II is a pay grade 7 which will now be
titled Administrative Assistant/Town Clerk and
will stay at a pay grade 7. Mr. Haller
interjected that many Town Clerk duties were
already being done by the Administrative
Assistant except for the elections which have
always been done by the Town Clerk. Mrs.
DesPres added that the grant requisition
reimbursements and the accounting of grants that
are currently being done by the Administrative
Assistant will return to the accounting
department, but not the application for grants.
Mrs. DesPres stated there has always been an
accountant position; this is not new. There was
also a brief discussion that in the future the
Board would like to approve the salary structure
chart which needs to be updated.
Motion: - To except the Accountant
job description as presented by town staff.
Motion by Commissioner Sweeney, second by
Commissioner Blanchard
Vote:
5-0 in favor
Code Change Related to Town Clerk Position
Donna
DesPres, Town Clerk stated this enacts what was
just approved by the Board in the previous
agenda item. Commissioner Staiger proposed
adding a line item D to Ordinance 14-01
stating that this is a pay grade 7 position on
the Town of Emmitsburg salary structure sheet.
A brief discussion ensued and Commissioner
Staiger withdrew his motion.
Motion:
- To approve
Ordinance 14-01, Administration and
Personnel.
Motion made by Commissioner Blanchard, second by
Commissioner Mellor.
Vote:
5-0 in favor
Commissioner
O’Donnell questioned line D of Ordinance
14-02 related to the clerk being struck out of
the budget review process. Mr. Haller replied
that the Town Clerk is no longer required to
have accounting or budget skills.
Motion: to approve Ordinance 14-02,
Revenue and Finance as presented.
Motion made by Commissioner Blanchard, second by
Commissioner Mellor.
Vote:
5-0 in favor
At this time
the Commissioners acknowledged Mrs. DesPres and
her hard work and service for the town over the
years.
Consideration for Late Charge Related to Utility Billing
Mrs. DesPres
presented to the Board a proposal to increase
the late fee for utility billing. The incentive
for this is to have customers pay their bills
before they get to the point of late fees and
water shut-offs. A survey of other
municipalities was done with Smithsburg being
the highest at 10%. The average amount of past
due customers is approximately 250.
Motion:
- To accept
staff’s proposal to increase the late fee
related to utility billing from 2% to a flat
5%.
Motion made by Commissioner Sweeney, second by
Commissioner Blanchard.
Vote:
5-0 in favor
Code Change to Consider Written Minutes For Town Meetings
Donna
Despres presented for the board’s consideration
the state legislation that, as of 2010, written
minutes are no longer required if electronic
recordings are made or actions are posted on a
town’s website. She also presented a sample of
a recap version that the Board could receive as
an alternative to the current written minutes.
Mr. Haller addressed the Board and stated that
this never came by his office and that he and
the Mayor are opposed to this recommendation.
He does not feel this is cost effective for the
Town. Mrs. DesPres clarified that minutes are
not what was said, but what was done.
Commissioner Staiger commented on the recap
sample and understands what is being suggested
and that the minutes could just state the
motions, but at this time he is in agreement to
maintain written minutes. It was agreed upon
that the Board at this time is ok with the
minutes as they are being presented now.
Trail Property Clarification
Mr. Haller
referred to the Emmitsburg Trail System Proposal
map and suggested that the Board approve to
expand the trails to the South Side of Hampton
Valley Road which is indicated by the purple
line on the map. He also clarified that the
parcel marked with an “x” is town-owned property
and has a deed reference number. Commissioner
O’Donnell will get the trail flagged at which
time the Board members can inspect for future
support of the trail.
Motion:
- To accept
the proposal as presented to expand the trails
to the south side of Hampton Valley Road which
is indicated by the purple line on the map.
Motion made by Commissioner Staiger, second by
Commissioner Sweeney.
Vote:
5-0 in favor
Trail Signage
Mr. Haller
stated that he has no problem with the 3 bids
for trail signage presented by Commissioner
O’Donnell but requested that he obtain a few
more bids. He also stated that he has tracked
down a balance of funds remaining from a
previous SHA grant for exercise equipment on the
trails which can be transferred to fund the
trail signage. This can be done as soon as the
additional bids are received.
Set Agenda Items for March 17, 2014 Town Meeting
-
Update of Town Forestation Ordinance
Note: The
Audit report will be brought back at the April
21, 2014 Town Meeting.
III. Public Comments -
none
IV. SIGN APPROVED TEXT AMENDMENTS AND/OR RESOLUTIONS