Board of Commissioner
BOARD OF COMMISSIONERS LOWER ALLEN TOWNSHIP
REGULAR MEETING OCTOBER 10, 2016
The following were in ATTENDANCE:
|BOARD OF COMMISSIONERS||TOWNSHIP STAFF|
|H. Edward Black, President||Thomas G. Vernau Jr., Township Manager|
|Richard F. Schin||Erin Trone, Assistant Township Manager|
|Jack R. Simpson, Jr.||David Holl, Director of Public Safety|
|Carolyn E. Holtzman||Daniel Flint, Community Development|
|Richard Grove, Director of Finance|
|John Eby, Building and Zoning Coordinator|
|Leon Crone, Lieutenant, Police Department|
|Steven P. Miner, Solicitor|
|Julie Echterling, Recording Secretary|
President Black called the October 10, 2016 Regular Meeting of the Board of Commissioners to order at 7:00 pm. He followed with a prayer and the Pledge of Allegiance. He announced Proof of Publication was available for review. Vice President Young was absent with excuse.
Commissioner SCHIN made a motion to approve the minutes from the September 12, 2016 meeting of the Board of Commissioners. Commissioner SIMPSON seconded the motion. Motion carried 4-0.
The following employees were recognized for their years of service:
- Marshall Quartmon – 20 years of service in Public Works.
- Staci Morgan – 20 years of service in Community Development.
- Donna Paul – 15 years of service in Community & Human Resources.
- Charles Reynolds – 10 years of service in Fleet Maintenance.
President Black recognized two employees for their extraordinary work with the residents of Wesley Mews on the sprinkler situation. He spoke about the issue and how it was resolved with minimal cost and disruption to the residents. The employees recognized were:
- John Eby – Building and Zoning Coordinator
- William Yeagley – Code Enforcement Specialist.
The Board thanked them for their service and work for the Township.
AUDIENCE PARTICIPATION: ANY ITEM ON THE AGENDA
There was no response.
President Black advised that any Commissioner, staff member, or anyone in attendance could request any item on the Consent Agenda be removed for further discussion and asked if there was such request. There was no response.
Commissioner SCHIN moved to approve the following Consent Agenda items:
- Department Reports for the month of August for Community Development, Township Engineer, Public Works, Fleet Maintenance, Public Safety, and Assistant Manager.
- Tax Collector’s Monthly Reports for September 2016
Commissioner HOLTZMAN seconded the motion. Motion carried 4-0
Approval of Check Register
Commissioner SCHIN made a motion to approve Check Register of September 20, 2016 in the amount of $283,183.03. Commissioner SIMPSON seconded the motion. Motion carried 4-0.
Commissioner SCHIN made a motion to approve Manual check of August 4, 2016 in the amount of $380.00 and a voided check of August 9, 2016 in the amount of $5.30. Commissioner SIMPSON seconded the motion. Motion carried 3-0-1. President Black abstained as a relative of his was the payee.
Commissioner SCHIN made a motion to approve Check Register of September 30, 2016 in the amount of $237,040.35. Commissioner SIMPSON seconded the motion. Motion carried 4-0.
Ordinance 2016-03-Snow and Ice Removal
Commissioner SIMPSON made a motion to approve Ordinance 2016-03, an ordinance of the Board of Commissioners of Lower Allen Township, Cumberland County, Pennsylvania, amending, modifying and changing the Code of the Township of Lower Allen, 1997, by adding a new Subsection 187-51 (Prohibited Conduct) and creating Subparagraphs “A” and “B” in Chapter 187, Streets and Sidewalks at Section 187-52 Snow and Ice Removal.
Roll Call Vote: Commissioner Holtzman – Aye
Commissioner Schin – Aye
President Black – Aye
Commissioner Simpson – Aye
Ordinance 2016-03 was approved by a 4-0 vote.
ANY BUSINESS PERTINENT TO THE TOWNSHIP
There was no response.
Changes to the Township Civil Service Code for Rejection of Applicants.
Director Holl spoke about the proposed changes including “disqualifiers” permitting the rejection of an applicant for position of police officer. Currently, there is no disqualifying language for previous use of dangerous drugs, sales of drugs or prescription drugs that would present a danger to the officer and public. He discussed the Brady Rule and testifying in court. He stated that the Civil Service Commission reviewed and approved the changes. Commissioner Simpson asked about medical marijuana and Director Holl stated that it isn’t a controlled substance and wouldn’t be an issue.
Commissioner SCHIN made a motion to accept the recommendation of the Civil Service Commission and adopt the revised rules (Section 3.8 language change) that maintain and enhance the integrity of all candidates presented to the Board of Commissioners as eligible for hiring as a Lower Allen Township Police Officer. Commissioner HOLTZMAN seconded the motion. Motion carried 4-0.
SLD Docket No. 2016-06- Warrell Corporation Wastewater Treatment System
Mr. Flint spoke about SLD Docket No. 2016-06, Final Minor Land Development Plan for Warrell Corporation Wastewater Treatment System. Proposed construction of a 515 square foot addition on the existing 171,259 square foot building at 1250 Slate Hill Road. He stated that the applicant has been working with the Authority on this plan.
Commissioner SCHIN made a motion to approve SLD Docket No. 2016-06, Final Minor Land Development Plan for Warrell Corporation Wastewater Treatment System. Proposed construction of a 515 square foot addition on the existing 171,259 square foot building at 1250 Slate Hill Road. Commissioner SIMPSON seconded the motion. Motion carried 4-0.
Consultant Selection Committee for the Update to the Comprehensive Plan
Mr. Flint discussed the Request for Proposals for the planned update to the Comprehensive Plan which are due on 10-19-2016. He asked if any Board of Commissioners and the Planning Committee members would like to be included on the selection Committee. Discussion ensued. The Board agreed to President Black and Vice President Young being part of the Committee and allowing the Planning Committee to choose their representative(s) to the Committee.
Agreement to Purchase MS4 Coordinator Services from Hampden Township
Mr. Flint discussed the recent attempts to hire a MS4 Coordinator. He spoke about the past relationship with Hampden Township with purchasing services from us. Hampden Township has a full-time MS4 Coordinator and Mr. Flint would like to contract with them to provide services for the Township. He provided a contract to the Board. The contracted price for the services wasn’t included as it is not known at this time. Discussion ensued. The Board agreed to delay action on the agreement until the contract price is known.
Bids for the Gettysburg Road – Hartzdale Drive Pedestrian Safety Project
Mr. Flint discussed the high bid submitted for the project. He suggested waiting until spring to rebid with the hopes of the bid coming in within the budgeted amount.
Commissioner SIMPSON made a motion to reject all bids for the Gettysburg Road – Hartzdale Drive Pedestrian Safety Project, and rebid the project in 2017. Commissioner SCHIN seconded the motion. Motion carried 4-0.
Improvement Security for 4530 Lena Drive
Commissioner SCHIN made a motion to reduce the Improvement Security amount for SLD Docket No. 2015-04, Final Land Development Plan for 4530 Lena Drive, establishing a new amount of $19,844.00 and a new expiration date of October 10, 2017. Commissioner SIMPSON seconded the motion. Motion carried 4-0.
Drainage Plan No. 2016-03, 2415 Massachusetts Avenue.
Mr. Flint discussed the Drainage Plan No. 2016-03 at 2415 Massachusetts Avenue. He spoke about the undeveloped lots, the proposed house and the need for the drainage plan.
Commissioner SCHIN made a motion to approve the Drainage Plan No. 2016-03, 2415 Massachusetts Avenue. Commissioner SIMPSON seconded the motion. Motion carried 4-0.
Stormwater easement agreement with New Cumberland Borough.
Mr. Flint spoke about the need for a Stormwater easement agreement with New Cumberland Borough. He spoke about the recent acquisition by PA American Water Co. and the stormwater easement we have on that tract. Solicitor Miner spoke about the need for this agreement.
Commissioner SCHIN made a motion to approve the Stormwater easement agreement with New Cumberland Borough. Commissioner SIMPSON seconded the motion. Motion carried 4-0.
Public Hearing regarding the Wireless Communication Facilities Ordinance.
Mr. Eby discussed the public hearing held on September 26th for the ordinance. He spoke about the testimony provided by himself and Attorney Jamie Strong. He stated that the hearing was continued until October 26, 2016 at 6:00pm. He hopes to have a transcript of the hearing to the Board this week. He has been in contact with the Cohen Law Group.
Zoning Hearing Board Report.
Mr. Eby spoke about the October 20th Zoning Hearing Board meeting for Docket #2016-02. He showed the Board the location of the proposed variance. The variance is being requested by the owner of the Pizza Grille to build a storage shed across the street in their parking lot. The shed will be used for storing snow removal items. The shed will need to be within 5 feet of the lot lines versus the required 15 feet. He spoke about the constraints and issues the applicant has in their application for the variance. Commissioner Simpson asked if they would house gasoline and if so would they need a fire suppressant system. Mr. Eby stated that they would store gas but based on the Township’s regulations they aren’t required to have a system. Mr. Eby stated that the Solicitor isn’t necessary for this meeting and the Board agreed.
Consultant Selection for the Design of the Fun Fort Renovation
Mrs. Trone spoke about the RFP sent out for the design of the Fun Fort renovations. She stated that four proposals were received and the Selection Committee chose Century Engineering. Their RFP came in at $17,490. Her memo outlined the reasons why they were chosen, including their recent projects.
Commissioner SCHIN made a motion to approve Century Engineering as the firm for the designing of the Fun Fort renovations. Commissioner SIMPSON seconded the motion. Motion carried 4-0.
2017 Pension Budget
Mr. Grove spoke about Act 205, which includes the annual requirement for the municipal pension contribution for the Township. He stated that this year the expense for this contribution would be $313,480, which would be completely covered by state aid. Discussion ensued.
Commissioner SCHIN made a motion to approve Resolution 2016-R-29, adopting the minimum municipal obligations for the pension funds and the pension budget for fiscal year 2017. Commissioner SIMPSON seconded the motion. Motion carried 4-0.
Public Works Building Expansion & Financing
Mr. Grove spoke about the Capital Improvement Program and how it works. He stated that this project was pulled out for discussion because of the cost. He stated that if the Board is interested in doing this project, now is the time because of the low interest rates before they increase.
Mr. Flint discussed the importance of the expansion of the Public Works Expansion. He stated that almost every daily operation would be improved by the expansion. Both Public Works and Fleet Maintenance would see improvements in their operations. He spoke about the potential cost savings on the fleet as they would be kept out of the weather. Mr. Nailor stated that they have been out there for 26 years. The storage building is currently full and equipment is being stored outside in the elements. Mr. Ken Rocuskie, Fleet Manager, spoke about the advantages of having the snow equipment inside especially with the larger snows and attaching the plows. Mr. Flint stated that there are no sketches or plans but based on the average construction cost per foot the expansion could be $1.3 million. He stated that the design work for the building would be around $100,000 which could be included in the 2017 budget.
Commissioner Holtzman believes there should be a bunk area and private offices for the Coordinator. She can’t believe it would cost $1.3 million for the expansion. Commissioner Schin doesn’t think there is a need for private offices as the Township Building could be used for privacy. He believes there is an alternative to the expansion.
Commissioner Simpson agrees they need office space but thinks it could be relocated in the current building. He stated that based on the information they are nearly doubling the size of the building. He believes a covered pavilion with lighting would meet their needs and cost a lot less. He believes there are alternatives and there isn’t a need for consultants.
President Black is in favor of the building and believes it would be doing a favor to our taxpayers by allowing the plows to get out quicker. The storing of the vehicles inside will provide a longer life for the vehicles and less expense for repairs due to weather issues. He asked Mr. Flint what a schematic would cost and he stated that about $25,000. Extensive discussion ensued.
Mr. Vernau stated that he would meet with staff and look at the current situation and possible solutions. He reminded the Board the proposed $1.3 million would not be paid at once but over years. He stated that this was brought up tonight to see if it should be included in the budget. Commissioner Simpson asked if maybe there is another warehouse/building for sale in the Township that could be bought for less than the expansion cost.
Performance Evaluation Results and Staff Raises
Mr. Vernau discussed the sheet he provided the Board which outlined all full-time employees and the proposed pay raises based on their performance evaluations. He discussed the process of the evaluations and the suggested raise scale. He stated that the Board could increase it, lower it, or freeze raises. He asked for their input so it can be plugged into the budget. Discussion ensued. He will send the evaluations forms to the Board.
Mr. Vernau stated that in the past the Board of Commissioner have held public meetings in off-site locations, such as The Barn at LACP. He asked the Board if they were interested in doing this again. He discussed the Neighborhood Associations and asked Board members if they would like to attend them if possible. Commissioner Schin is interested in attending the Neighborhood meetings.
Mr. Eby thanked the Board for their recognition tonight. He stated that he would have a report on Wesley Mews later this month. He will be attending meetings for the Yellow Breeches Water Shed this month.
Mr. Vernau stated that the flag is at half-staff for honoring fallen fire fighters.
Commissioner Simpson stated that he toured the Public Works building today. He won’t be able to make the first budget meeting asked if he could Facetime it. Mr. Vernau is going to look at video recording for members who miss the meeting.
Commissioner Schin stated that Mr. Eby represents the Township well with the Yellow Breeches Water Shed. He asked several years ago and today about live streaming these meetings for those who can’t attend. He would like to have this considered again even if it includes a $500 hit to the budget.
Commissioner Holtzman spoke about weeds off Route 15. Mr. Flint will look into it.
Director Holl spoke about the Fire Companies handing out pizza on trick or treat night. He stated that even though we weren’t hit with Hurricane Matthew, they were diligent in watching the storm and preparing for it. It was a great way to check their readiness. He stated that October is fire prevention month and PSOs will be out throughout the Township doing presentations.
Mrs. Trone stated that the Township received their first mortgage payment for the old building
ADJOURNMENT TO EXECUTIVE SESSION
The Regular Meeting of the Board of Commissioners adjourned to executive session at 9:06 pm to discuss the following items:
- Personnel Issue