Board of Commissioners
2-22-21 Minutes
MINUTES
BOARD OF COMMISSIONERS LOWER ALLEN TOWNSHIP
REGULAR MEETING FEBRUARY 22, 2021
The following were in ATTENDANCE:
BOARD OF COMMISSIONERS TOWNSHIP PERSONNEL
Dean W. Villone, President Thomas G. Vernau, Jr., Township Manager
H. Edward Black, Vice President Erin G. Trone, Assistant Township Manager
Richard F. Schin Richard A. Grove, Finance Director
Thomas H. Kutz David Holl, Public Safety Director
Carolyn Holtzman Daniel J. Flint, Engineer/Public Works Director
Brad McCullough, Engineer/ PW Director
John Eby, Building and Zoning Coordinator
Leon Crone, Police Captain
Tony Deaven, EMS Captain
Rebecca Davis, Stormwater Program Manager
Steven P. Miner, Solicitor
Tina Thomas, Recording Secretary
President Villone called the February 22, 2021 virtual Regular Meeting of the Board of Commissioners to order at 6:02 pm. He instructed any members from the public wishing to speak during the Zoom meeting to notify the hosts. President Villone announced that Proof of Publication for this meeting is available for review. This was followed by a prayer and the Pledge of Allegiance.
MEETING MINUTES
Commissioner SCHIN moved to approve the amended minutes from the February 8, 2021 Regular Meeting. Vice President BLACK seconded the motion. The motion carried 4-0. Commissioner Holtzman joined the meeting at 6:05 pm.
BID OPENING: Moreland Detention Basin Retrofit Project
Mr. Vernau announced that four bids were received by the Township for the Moreland Detention Basin Retrofit project. He opened the following bids:
| Name | Amount of Bid | Bid Bond |
| Kinsley Construction | $156,175.70 | Yes |
| All Star Ecology | $123,364.62 | Yes |
| Stormwater Maintenance LLC | $179,656.71 | Yes |
| Farhat Excavating LLC | $249,375.00 | Yes |
Mr. Vernau said that the bids would be sent to the Solicitor for review.
AUDIENCE PARTICIPATION: Any item on the agenda.
President Villone explained how to notify the meeting host if anyone from the public wished to speak. There were no public participants who wished to speak at that time.
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. There was no response.
Accept motion to approve the items on the Consent Agenda, which are listed as follows:
a. Department Reports for the month of January for Community Development, Fleet Maintenance, Facility Maintenance, Township Engineer, Public Works, and Public Safety.
b. Tax Collectors January Monthly Report.
Commissioner KUTZ moved to approve the Consent Agenda and Commissioner SCHIN seconded the motion. Motion carried 5-0.
PRESIDENT VILLONE
Check Register
Commissioner SCHIN moved to approve the Check Register of February 12, 2021 in the amount of $332,880.26. Vice President BLACK seconded the motion and the motion carried 5-0.
Appointment of Allison Hanna to Recreation and Parks Board
Commissioner KUTZ moved to approve the appointment of Allison Hanna, 5554 Moreland Court, Mechanicsburg, to the Lower Allen Township Recreation and Parks Board to fill the unexpired term of Charles Angelo. Commissioner SCHIN seconded the motion and the motion carried 5-0. Commissioner Kutz spoke about meeting Ms. Hanna on the Recreation and Parks park tours last summer and thanked her for joining. She was welcomed by the rest of the Board.
ANY BUSINESS PERTINENT TO THE TOWNSHIP:
There was none.
TOWNSHIP ENGINEER
Resolution 2021-R-07: Placement of a Banner Across Arcona
Mr. Flint spoke about the Board’s desire to discuss the proposed banners across Arcona and Strong Roads in more detail. He said that Mr. Anthony Faranda-Diedrich and Mr. Charlie Courtney were in attendance at the meeting to answer questions. Mr. Flint provided a map with the sign locations marked on it. Mr. Faranda-Diedrich said that the banners would be used to advertise civic-oriented events within the neighborhood. He said one of the banners would be placed near the roundabout at Arcona and Lisburn Roads, as motorists would be exiting the roundabout into the downtown area of the neighborhood. The second banner would be across Strong Road so that motorists headed south would see it. Mr. Faranda-Diedrich also provided an example of a similar banner that is 24’ x 2’. He said that the banners would come and go based on community events and the banners will not be advertising for a commercial business. Mr. Courtney clarified the part of the Resolution that states “no more than 20% of the message relating to advertising of a commercial product” as being language required to be there by PennDOT.
Commissioner Kutz asked if the sign on Strong Road could be located further down Strong Road to avoid being unsightly in front of the houses located there. Mr. Faranda-Diedrich explained that the location was chosen to be in the proximity of Markethouse Lane, where many of the events will happen. Commissioner Schin asked about the maintenance of the banners and banner quality. Mr. Courtney pointed out that the Township is giving Charter Homes a license for the banner which could be revoked by the Township. He said that the banners would eventually be maintained by the Homeowners Association. Vice President Black pointed out that this is not an agreement with the developers but rather with the residents. Mr. Courtney said that the Master HOA will be around for the existence of the development. Mr. Miner agreed with Mr. Courtney that the indemnification and insurance clauses and ability to revoke the license provides safety to the Township. Mr. Courtney offered to put in specific wording in the Resolution stating that the maintenance of the banners is the responsibility of the Homeowners Association.
Commissioner SCHIN moved to approve Resolution 2021-R-07, authorizing the placement of a banner across Arcona Road (SR2015) contingent upon Solicitor approval. Commissioner KUTZ seconded the motion and the motion carried 5-0.
Drainage Plan No. DP 2017-02: 1 Hartzdale Drive
Mr. Flint referred to the building plan discussed at the previous meeting requiring a sewer location in the street right-of-way. He said that the drainage plan needs to have Board approval so it can be recorded at the Courthouse. He added that the plan exceeds the limit for impervious coverage and therefore stormwater management is required. He provided a map showing the infiltration trench planned for the front yard to handle run-off. Mr. Flint said that the house must be raised enough to stay out of the flood plain when it is built. Commissioner SCHIN moved to approve Drainage Plan No. 2017-02 at 1 Hartzdale Drive and Vice President BLACK seconded the plan. Motion carried 5-0.
STORMWATER PROGRAM MANAGER
Chesapeake Bay Trust Grant Application
Mrs. Davis spoke about applying for a grant with the Chesapeake Bay Trust to provide porous paving in the Shireman Manor development along with two bioretention cells. She said that they are requesting a $175,000 grant and requesting that the Township commit to a 20% match for a total of $205,000. Commissioner SCHIN moved to approve the letter of commitment for the Chesapeake Bay Trust grant and Vice President BLACK seconded the motion. Vice President Black asked the engineer how this neighborhood was selected, and he responded that the neighborhood has a lot of drainage and no storm sewers. The impervious coverage sends the drainage into Bethany Village where it causes issues. Mr. Flint added that there is a section of the street that can be removed, and porous pavement installed as a two foot strip along the curb. There would be an underground drainage system to take the water to the bioretention areas for treatment and infiltration. Motion carried 5-0.
Resolution 2021-R-09: Chesapeake Bay Trust Green Streets Program
Mrs. Davis added that the Chesapeake Bay Trust is seeking an agreement from the Township to maintain the facilities. She said that the resolution also will allow Township staff to apply for the grant. Commissioner SCHIN moved to approve Resolution 2021-R-09, and Vice President BLACK seconded the motion. Commissioner Kutz asked if these funds are covered by the stormwater fee and Mrs. Davis said that they are. President Villone said that the grants Mrs. Davis has acquired so far have been helpful and asked her opinion of the likelihood of getting this one. Mrs. Davis said that this grant is from Maryland and 50% of the money is reserved for their state; however, she feels the letters of commitment will help as well as volunteers she has lined up. Motion carried 5-0.
FINANCE
Preliminary 2020 General Fund Operating Results
Mr. Grove spoke about 2020 being a very unusual year for finances in the Township. He said that despite anticipating a deficit of $250,000, grants that were received pushed the final numbers into the positive at $220,000. He added that not all the final numbers are in, but he does not anticipate much change. Mr. Grove said that revenue from real estate tax, earned income, and local services tax is down by $1.1 million. Park-related revenue is also down due to COVID. He expects these areas to recover in 2021. Mr. Grove pointed out that this decrease was balanced out by expenditures being under budget by $2.1 million due to postponement of some large projects, decreased costs associated with normal work activities and training not occurring, and an above average number of unfilled employee vacancies. Mr. Grove spoke about the decision to draw down the fund balance by $1 million. Due to the unexpected surplus, the $1 million should not need to be spent during 2021. He expects some revenues to still be down but not as severely and expenditures will go back to normal. He anticipates 2021 to end at the $260,000 deficit that it was budgeted to end at. The Commissioners thanked Mr. Grove and staff for keeping an eye on the budget and keeping the Board informed.
COMMUNITY AND ECONOMIC DEVELOPMENT
Hiring of a Construction Code Official
Mrs. Trone spoke about the need to fill the position of a Construction Code Official which has been vacant since last summer. She said the filling the position has been delayed, keeping costs down, and they have been using a third party for commercial inspections. Having a Township employee in this position would help with meeting the commercial business owners as well as doing more work within the department. Mrs. Trone said that Spring is a busy time for the Codes Department, and they hope to bring on a new employee by mid-April. Commissioner Schin asked about the cost of using a third party as opposed to hiring staff. Mrs. Trone said that it depends on the amount of commercial and residential work coming in, but residential work is reaching the point where one codes official cannot do it all. Outsourcing some of the residential work would be costly when added onto the outsourced commercial work. President Villone asked if there will be enough work in the future to keep two codes inspectors busy. Mrs. Trone sees more commercial development coming into the Township and redevelopment. In response to Commissioner Kutz’s question, Mr. Grove responded that he is in favor of hiring a staff member to provide a better service level for residents. Mr. Vernau added that having a staff member in house could prevent the need to add additional clerical or plan review staff.
Commissioner SCHIN moved to authorize staff to advertise to hire a Construction Code Official to fill the vacancy. This is a budgeted expense. Vice President BLACK seconded the motion and the motion carried 5-0.
Payment of $11,345 to General Code Services
Mrs. Trone spoke about the next installment for the new Codes permitting software being due to General Code Services. She said that since it is above $10,000, it requires Board approval. She explained that it is an ongoing process from 2020 and is budgeted for.
Commissioner SCHIN moved to authorize staff to pay $11,345.00 to General Code Services for the implementation of the new Codes permitting software. Vice President BLACK seconded the motion and the motion carried 5-0.
PUBLIC SAFETY
Civil Service Activation Updated Request
Director Holl spoke about the Board approving the activation of the Civil Service Commission at the last meeting. He said that a decision to include any eligible candidates for hire regardless of Act 120 certification for this hiring period was overlooked. In the past, requiring Act 120 certification has eliminated many good applicants. Mr. Holl noted that this would require Lower Allen to put the chosen applicant through the police academy, the cost of which is partially reimbursed. Mr. Vernau said that it costs the Township less to pay the tuition because the officer is paid less while in the Academy.
Commissioner SCHIN moved to approve the amendment to the Civil Service Commission Activation to allow consideration of non-Act 120 certified candidates. Commissioner HOLTZMAN seconded the motion and the motion carried 5-0.
Report on Safe Policing for Communities
Mr. Holl said that this is not an item for action. He explained that beginning last year, the United States Attorney General is required to establish law enforcement certification through independent credentialling bodies. He noted that the Pennsylvania Chiefs of Police Association (PCPA) applied and was approved to become a certifying agency. Captain Crone looked at the requirements and how they applied to Lower Allen’s police department’s existing policies. Most were already in compliance and Mr. Holl submitted this to PCPA and received “Certification on Safe Policing for Communities” approval from them. This provides for eligibility for grants through federal agencies. Vice President Black asked if participating in CALEA has helped with being in compliance and Captain Crone confirmed that it made the process much easier.
MANAGER
Report on Trap, Neuter & Return Program
Mr. Vernau provided an update on the progress of the Trap, Neuter & Release program. He said that the agency used by Lower Allen Township is called Nobody’s Cats Foundation and they are required to report annually on the feral cat colonies they have registered. He provided a printout with the number of cats in the 25 colonies over the past three years. Most colonies show a steady decrease with very few colonies having kittens. Mr. Vernau said that people feeding feral cats not in a registered colony are violating Township ordinances. He said the TNR program is seeing success and President Villone praised Nobody’s Cats for their work in Lower Allen Township.
COMMISSIONER REPORTS
President Villone noted that after Commissioner Reports, the Board would be adjourning to Executive Session.
Mrs. Trone provided an update on Lower Allen Commons. She said that the Development Authority sold the unit with Texas Roadhouse, but the restaurant will continue with business as usual. The money from that sale will go into working capital for future site plans. The Development Authority also received an offer for Unit 2 but decided not to accept it at this time. There will be a bid opening this week for site development.
Mr. Eby thanked the Board for allowing staff to start looking for a replacement construction codes official. He agreed that there are a lot of additional tasks that can be done in-house by a Township employee.
Mr. Miner mentioned that the Executive Session would be to discuss Regal Partners Tax Appeal.
Commissioner Schin said that he appreciated the discussions held as part of tonight’s meeting.
Vice President Black spoke about being pleased with how the Township is participating in environmental work and stormwater. He said that Mrs. Davis is doing a great job getting grants and being proactive about stormwater.
President Villone thanked everyone for a great meeting. He also spoke about the dedication of the Public Works staff to keeping the roads cleared and safe during bad weather.
ADJOURNMENT TO EXECUTIVE SESSION
The regular meeting of the Board of Commissioners adjourned to Executive Session at 7:55 pm.