Board of Commissioners
2-10-2020 Minutes
MINUTES
BOARD OF COMMISSIONERS LOWER ALLEN TOWNSHIP
REGULAR MEETING FEBRUARY 10, 2020
The following were in ATTENDANCE:
BOARD OF COMMISSIONERS TOWNSHIP PERSONNEL
Dean W. Villone, President Thomas G. Vernau, Jr., Township Manager
Richard F. Schin Erin G. Trone, Assistant Township Manager
Thomas H. Kutz Richard Grove, Finance Director
David Holl, Public Safety Director
Dan Flint, Public Works Coordinator
John Eby, Building and Zoning Coordinator
Leon Crone, Police Captain
Steven P. Miner, Solicitor
Tina Thomas, Recording Secretary
President Villone called the February 10, 2020 Regular Meeting of the Board of Commissioners to order at 7:00 pm followed by a prayer and the Pledge of Allegiance. He announced that Proof of Publication was available for review. President Villone also mentioned that Vice President Black and Commissioner Holtzman were both absent with excuse.
MEETING MINUTES
Commissioner SCHIN moved to approve the Minutes from the January 27, 2020 Regular Meeting. Commissioner KUTZ seconded the motion and the motion carried 3-0.
AUDIENCE PARTICIPATION:
Two members of the audience wished to speak regarding Agenda item 12d, Sheepford Road Bridge
Rehabilitation Project.
INTRODUCTION OF A NEW EMPLOYEE
Mr. Flint introduced Glenn Magatz, who recently started working in the Community & Economic Development Department as a Public Works Inspector. He filled a vacant position that had been for an Engineering Technician.
CONSENT AGENDA
President Villone asked that any Commissioner, staff member or anyone in attendance who would like
to have an item on the Consent Agenda removed for further discussion request so now. Commissioner
Schin mentioned that he had not received information in his packet on the increased financial security
for Arcona Phase 2.1 and 2.2. Mr. Flint explained that this information is only sent out if there is a
reduction. This is just a 10% annual increase.
President Villone explained that the items on the Consent Agenda included:
- Tax Collectors 2019 Yearly Report
- Increasing financial security for SLD Docket No. 2017-02, Arcona Phase 2.1 and 2.2, establishing a new security amount of $516,612.62 and a new expiration date of February 10, 2021.
Commissioner SCHIN moved to approve the Consent Agenda and Commissioner KUTZ seconded the motion. Motion carried 3-0.
PRESIDENT VILLONE
Check Register
Commissioner SCHIN moved to approve the Check Register of January 31, 2020 in the amount of $323,982.91 and the Manual Check Register (Voided Check) of January 14, 2020 in the amount of $8,004.00. Commissioner KUTZ seconded the motion. Motion carried 3-0.
Emergency Volunteer Tax Credit Applications
Commissioner KUTZ moved to approve the 2019 Emergency Volunteer Tax Credit applications and Commissioner SCHIN seconded the motion. President Villone asked if everyone who is eligible has heard about it the credit and Mr. Vernau replied that more people are on the list than last year. To be eligible, the volunteers must be Lower Allen Township residents and meet six requirements. Motion carried 3-0.
ANY BUSINESS PERTINENT TO THE TOWNSHIP:
President Villone reminded members of the audience who wished to speak to state their name and address for the record, as well as to limit their comments to 15 minutes.
Darren Cox, 2002 Wentworth Drive, was present to ask that Ordinance 2019-002, which restricts the size of recreational vehicles that can be parked in the Township, be changed. He would like any reference to the length of the RV to be removed. If the recreational vehicle is licensed and insured and not interfering with the public right-of-way, he does not feel it should be a problem.
Mr. Vernau spoke about the current Ordinance. It states an RV that is 30 feet or less can be parked in a driveway or on an approved pad; if the RV is over 30 feet in length, it cannot be parked anywhere in a residential zone for longer than 72 hours. Commissioner Kutz asked why thirty feet was chosen as the limit of the RV. Mr. Vernau said that the 30 foot stipulation was decided by the Commissioners but it has been in the Ordinance for a long time. Commissioner Schin said that he is not opposed to an RV longer than 30 feet being on private property on a pad, as long as it is not hanging over a sidewalk or driveway. Mr. Vernau said the ordinance was created due to RV parking complaints by residents. The Commissioners agreed to look into the Ordinance further when the full Board is present.
Bill Rollings, 1936 Chatham Drive, spoke about having an RV in his yard which is paid for and insured. He stated that everyone has different lifestyles. If it is not infringing on neighbors, he doesn’t think it should be an issue.
TOWNSHIP ENGINEER
Gettysburg Road Relocation Project
Mr. Flint spoke about the bids being opened on January 30th for the Gettysburg Road relocation project. He said that the amounts were all very close between the six bids received, with the lowest bid at 3% under the engineer’s estimate. The favorable low bid was JVI Group, Inc. at $2,037,556.82. Commissioner SCHIN moved to award to construction contract to JVI Group, Inc., and Commissioner KUTZ seconded the motion. Commissioner Kutz asked if the policy is always to go with the lowest bid or if there is anything else considered. Mr. Flint replied that it is the law to go with the lowest responsible bidder. He said that the company is prequalified by PennDOT for certain types and sizes of projects. Motion carried 3-0.
Payment of Application No. 4 to Pennsy Supply, Inc.
Commissioner SCHIN moved to approve Payment of Application No. 4 to Pennsy Supply, Inc. in the amount of $27,597.00 for the Lisburn/Rossmoyne Roundabout. Commissioner KUTZ seconded the motion and the motion carried 3-0. This sum of money is reimbursed by PennDOT and Charter Homes.
Payment to PennDOT for Construction Inspection
Commissioner SCHIN moved to authorize the payment to PennDOT in the amount of $15,839.90 for construction inspection services for the Lisburn/Rossmoyne and Lisburn/Arcona Roundabouts. Commissioner KUTZ seconded the motion and the motion carried 3-0. Mr. Flint explained that consultants working for PennDOT do the work and we pay them. PennDOT then reimburses the Township for the costs.
Payment of Application No. 4 to Shannon A. Smith, Inc.
Commissioner KUTZ moved to authorize payment of Application No. 4 to Shannon A. Smith, Inc. in the amount of $91,045.80 for mechanical construction in the Public Works Building Addition project. Commissioner SCHIN seconded the motion and the motion carried 3-0.
Application for Alterations to Rossmoyne Road Grade Crossing
Mr. Flint spoke about future phases in Arcona requiring some upgrades to the railroad crossing at Rossmoyne Road to provide for pedestrian safety. Currently it is only suitable for vehicles to cross. The crossing would need to be wider and have modified gates to stop both cars and pedestrians. He said that it will require working with Norfolk Southern as well as PennDOT since it is a State road. The Railroad requires the municipality where the project is located to be the applicant. Mr. Flint said that an agreement will be made for Charter Homes to reimburse the Township for costs. Commissioner SCHIN moved to authorize the application to Norfolk Southern by the Township for alterations to the existing Rossmoyne Road Railroad crossing contingent upon a cost reimbursement agreement with Charter Homes. Commissioner KUTZ seconded the motion and the motion carried 3-0.
SLD Docket No. 2005-22 Heights of Beacon Hill, Phase 3
Mr. Flint said that there are two small lots remaining in the Heights of Beacon Hill, Phase 3, which are difficult to build on. Sidewalk in front of these two lots has not been built but all other public improvements are complete. The annual increase in financial security is coming up and the bank which issued the Letter of Credit notified the Township that the builder does not plan to renew it. The Solicitor is working with the bank to see that the Township receives the funds in the Letter of Credit. Commissioner KUTZ moved to authorize staff and the Solicitor to act on the financial security Letter of Credit for SLD Docket. No. 2005-22. Commissioner SCHIN seconded the motion and the motion carried 3-0.
FINANCE
Resolution 2020-R-07
Mr. Grove spoke about Resolution 2020-R-07 as formalizing things that were put together during the budget process. It aims to control future spending growth while maintaining a strong financial position and bond rating. The Resolution contains the adopted recommendations from the Public Safety Ad Hoc Committee, the Five Year Capital Plan, the long term fire apparatus capital plan, as well as the Fund Balance Policy and fiscal stability plan. Departments within the Township will have non-capital spending caps of 7.5% for Public Safety and 2.5% for Fire, not including items agreed upon from Ad Hoc. Other departments will have a 5.0% spending cap. The fund balance will be drawn down by one million dollars, spread out over five years. This year’s tax increase will carry over until at least 2022. This Resolution can be modified but the long term planning is needed for future planning.
President Villone stated that he is fine with having a discussion about this Resolution tonight but wants to wait for a full Board to be present to take any action on it. Commissioner Schin asked if Resolution 2020-R-07 helps the Township in the marketplace. Mr. Grove responded that it helps the bond rating as bond agencies look at long term planning. Higher bond ratings can result in lower interest rates when borrowing money. President Villone mentioned that he feels this puts a rubber stamp on the spending plan for the next five years, which is usually decided yearly. Mr. Grove said that the Board can override it but it is a guide for staff as they work on budgeting for their departments. It is not a restriction. President Villone asked what amount of money would need to be in the fund balance to survive a recession without having to raise taxes and Mr. Grove responded that it’s arbitrary but he feels $3 million is a safe number. It is not a set number though. He said the Township relies heavily on revenue that is economically sensitive such as building permits or real estate transfer tax. This will be on a future agenda for discussion and possible action.
PUBLIC SAFETY
Ambulance 1-74 Replacement
Mr. Holl spoke about the need to replace ambulance 1-74 due to age and having over 100,000 miles on it by the time it’s replaced. He said that Fleet Manager Reynolds is in agreement. Staff likes the new ambulance that they got last year and would like to stick with the same model. It initially came in under budget but with the $5600 front liquid spring suspension it will be a little over at just under $265,000. It makes for a smoother ride for the patient. Mr. Holl said that it is a COSTARS purchase. The excess cost will be absorbed in the budget. Commissioner SCHIN moved to approve the capital purchase of a replacement for Ambulance 1-74 and Commissioner KUTZ seconded the motion. Motion carried 3-0.
Civil Service Activation
Mr. Holl said that the previous hiring list is exhausted and there is a new hire anticipated for police in July of 2020. He stated that Lower Allen is once again participating in the Cumberland County Testing Consortium which is being held at the end of March. Following this, the Civil Service Commission would be needed to attend the oral interviews. Commissioner KUTZ moved to activate the Civil Service Commission and Commissioner SCHIN seconded the motion. Motion carried 3-0.
COMMUNITY AND ECONOMIC DEVELOPMENT
Zoning Hearing Board Report
Mr. Eby spoke about the Zoning Hearing Board holding its reorganization meeting in January. The following dockets were on the agenda:
- Docket #2020-01: This is a challenge of the Zoning Officer’s ruling not to issue a permit for a sign that was replaced without a permit. The sign in question is located at Excitement Smokin & Excitement Adult Superstore, owned by Global Video, Inc. The applicant is requesting a variance from Attachment 2 of Chapter 220, Zoning, to exceed sign area limitations for signs in the C-4 zoning district. The shopping center owner has also filed an appeal. Global Video requested a continuance while awaiting the outcome of the shopping center owner’s appeal. The Zoning Hearing Board granted a 90 day extension.
- Docket #2020-02: Scott Shaffer, 920 South 29th Street, Camp Hill, requested a variance from Section 220-244A(3) to allow for a second driveway connection within less than 100 feet of lot frontage. The applicant supplied the needed information and the Zoning Hearing Board approved the request.
- Docket #2020-03: Capital Plaza Associates, 6465 Village Lane, Suite 7, Macungie is appealing the directive of the Zoning Officer to remove unauthorized signs from a freestanding sign structure on 3401 Hartzdale Drive. The applicant is requesting a variance to exceed sign area limitations in Attachment 2 to Chapter 220, Zoning. Because the decision of the Zoning Officer is being challenged, the Township Solicitor’s participation is requested.
Commissioner KUTZ moved to approve participation of the Solicitor in the Zoning Hearing Board and Commissioner SCHIN seconded the motion. Motion carried 3-0.
MANAGER
Purchase of a 2020 ABI Zero Turn Mower
Mr. Vernau spoke about the need to replace a 2007 Toro infield groomer that is used for grooming the
softball fields. He said this is a budgeted replacement. The cost of $20, 854.00 is under budget. Commissioner SCHIN moved to authorize staff to purchase a 2020 ABI Zero Turn mower and Commissioner KUTZ seconded the motion with a question. He asked what the Township earns in athletic
field rentals. Mr. Grove estimated this to be around $3,000.00. Motion carried 3-0.
Resolution 2020-R-08
Mr. Vernau stated that as a First Class Township, the Board must approve anything sold by the Township
for more than $2,000.00. He provided a list of items to be auctioned by the Township in 2020. He said a
municipal online auction has been working well for selling items. Commissioner SCHIN moved to approve Resolution 220-R-08, authorizing the sale of Township items and Commissioner KUTZ seconded the motion. Motion carried 3-0.
Gardener’s Gathering event
Mr. Vernau led a discussion on the annual Gardener’s Gathering which is planned and carried out every
Spring at Lower Allen Community Park by the Recreation and Parks Board. Mr. Charles Angelo, who serves on the Board, invited Hershey Vineyards to participate in this year’s event. They are willing to participate by doing a presentation on grape or hop growing. They requested to provide wine sampling and sell wine by the corked bottle or glass. Mr. Vernau feels that the Board should decide if they would
approve alcohol consumption in the park. President Villone said that he feels it is a good way to attract
people to the event and does not anticipate any problems. Mr. Angelo said that he had not discussed selling wine by the glass with the Vineyards. Selling bottles of wine will help to cover the cost of providing staff for the event. They are also willing to give out passes for a future winery tour which they do quarterly. The Commissioners expressed willingness to have the event. Commissioner KUTZ moved to approve Vineyards of Hershey attending the Gardener’s Gathering and providing wine samples and bottled sales. Commissioner SCHIN seconded the motion and the motion carried 3-0. The Board thanked Mr. Angelo for looking into this idea.
Sheepford Road Bridge Rehabilitation Support
Mr. Vernau spoke about a discussion held at the previous Public meeting regarding the Sheepford Road
Bridge. There had been a discrepancy in repair estimates between Cumberland County and a report from
PennDOT completed in 2017. The Commissioners requested this be looked into by staff. Cumberland County believes one million dollars to be the accurate amount of money needed for bridge rehabilitation to a 3 ton capacity. He said that tonight would be a continued discussion on support and potential funding resources to restore the bridge. President Villone spoke about meeting with bridge supporters, along with
Commissioner Holtzman. He asked Mrs. Lenker to update the Board on any new information.
Erik Arneson, 1950 Sheepford Road, thanked the Board and Township staff for the time spent gathering information about the bridge and the cost of rehabilitation. He appreciates the speed with which the Township was able to get the information together.
Joan Lenker, 1942 Sheepford Road, spoke about things they have accomplished and things they hope to accomplish. She said they met with the York County Commissioners and spoke about the Governor’s Initiatives which includes a commitment to maintaining rural roadways. They also drafted a letter to the editor regarding the Sheepford Bridge being a destination bridge. The bridge supporters have found information on previous Acts for maintaining historical structures and they continue to collect signatures from both York and Cumberland Counties. They have learned that the bridge’s Phoenix design inspired the design of the Eiffel Tower. The group will be looking into cost sharing programs as well as funding sources such as the Governor’s office and PennDOT. Mrs. Lenker encouraged the audience to use their website, savesheepfordroadbridge.org, to stay involved. They plan to meet with the Cumberland County Commissioners and Fairview Township Supervisors, as well as the Governor and PennDOT. Mrs. Lenker spoke about meeting the Engineer who is doing the assessment and final report of the bridge. This is anticipated to be finished in 5 weeks. The group also has community activities planned to raise awareness. President Villone thanked everyone for their hard work on saving the bridge.
Janice Lynx, 2036 Sheepford Road, spoke about the cost of the proposed turnaround being $200,000.00. She would like to see that money used toward rehabilitation of the bridge and the turnaround would not be needed. There is also a cost if the bridge were to be removed. She also said that in the past other bridges have been saved by communities who wanted to keep them intact. President Villone asked about the accuracy of the cost for the turnaround. Mrs. Lenker responded that the amount is in York County’s ten year plan.
COMMISSIONERS REPORTS
Mrs. Trone spoke about recently holding a second New Resident Workshop. Since this one was not as well attended, they are going to be held biannually instead of quarterly.
Mr. Miner said that he will be on vacation when the next Board of Commissioners meeting takes place.
Commissioner Schin asked how the traffic light timing is decided. The intersection he questioned was Simpson Ferry and Lower Allen Drive. Mr. Flint answered that traffic studies determine the timing and every intersection has a street that is considered “main” and has the longer light. In this case it is Simpson Ferry. He also spoke about attending a Watershed Implementation Planning (WIP) meeting with members of the DEP. Flooding and reduction of pollution were the main topics but MS4 did come up. He said that he tried to ask about lack of participation by the State in stormwater but got a short answer.
Commissioner Kutz spoke about attending the Municipal League Conference for Newly Elected Officials, where he learned about State Ethics Law and budget practices. He also mentioned speaking with Senator Regan who is willing to lead a roundtable discussion regarding school safety. Commissioner Kutz also thanked the residents for their involvement in efforts to save the Sheepford Road Bridge.
Mr. Vernau let everyone know that he will be on jury duty this week but is reachable by e-mail.
In response to Commissioner Kutz’s earlier question, Mr. Flint let the Board know that field use revenue in 2019 amounted to $16,975.00, according to the Public Works year-end report.
President Villone said he appreciates that the people who govern the Township and the residents care about issues and come together to solve problems. He would like to have a letter of support drafted on behalf of the bridge. The Commissioners will provide input and Mr. Vernau will write it. Resident input is also welcome. President Villone also spoke about helping out at Bingo on Sunday at the Lisburn Fire Company with his wife. He said it is a very fun time with old fashioned bingo.
ADJOURN TO EXECUTIVE SESSION
The Regular Meeting of the Board of Commissioners adjourned to Executive Session at 8:48 pm for an update on the Development Authority project.