Board of Commissioners
6-14-2021 Minutes
MINUTES
BOARD OF COMMISSIONERS LOWER ALLEN TOWNSHIP
REGULAR MEETING JUNE 14, 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 |
| Carolyn Holtzman | David Holl, Public Safety Director |
| Thomas H. Kutz | Brad McCullough, Public Works Director
Steven Miner, Township Solicitor Leon Crone, Police Captain |
| Tony Deaven, EMS Captain | |
| Rebecca Davis, Stormwater Program Manager | |
| John Eby, Building & Zoning Coordinator
Michelle Kilgore, Recording Secretary |
President Villone called the June 14, 2021 Regular Meeting of the Board of Commissioners to order at 6:00 pm. He announced that Proof of Publication for this meeting was available for review. This was followed by a prayer and the Pledge of Allegiance.
MEETING MINUTES
Commissioner SCHIN moved to approve the minutes from the May 24, 2021 Regular Meeting. Commissioner HOLTZMAN seconded the motion. The motion carried 5-0.
Presentation: PA American Water Grant Award
David Misner, a representative from PA American Water presented Rebecca Davis an Environmental Grant award in the amount of $5,000. Ms. Davis stated that the grant money will be used for a water sampling effort spanning 40 different locations along the Cedar Run/Yellow Breeches creek, specifically checking for pathogens and PCBs (polychlorinated biphenyls). The results of the study will be provided to PA American Water, in addition to publication to the LAT (Lower Allen Township) website.
AUDIENCE PARTICIPATION: Any item on the agenda.
President Villone advised the audience that if there were any item on that evening’s agenda that they wish to comment on, to please come to the podium. There were none.
CONSENT AGENDA
President Villone advised any Commissioner, staff member, or anyone in attendance who would like to have an item on the Consent Agenda removed for further discussion should state their request at that time. Commissioner Schin stated he wished to discuss item 6d. on the agenda prior to vote.
Items from the Consent Agenda:
a. The Check Register of June 4, 2021 in the amount of $1,072,789.25.
b. Payment of Invoice No. 10 to JVI Group, Inc., in the amount of $191,691.39 for the Gettysburg Road Relocation Project.
c. Payment of Invoice No. 3 to Kinsley Construction, Inc., in the amount of $148,414.60 for the Fun Fort Reconstruction Project.
d. Payment of Invoice No. 13 to McMahon Associates, Inc., in the amount of $16,612.50 for the Green Light Go Signal Improvement Project.
e. Zoning Hearing Board Report.
f. Employee Recognitions – Presented on June 28, 2021.
Commissioner Schin pointed out to Mr. McCullough that the invoice terms on item 6d. are Net 30, however the date of the invoice is September 3, 2020. He inquired as to why payment of the invoice is so far beyond September. Mr. McCullough advised that Dan Flint had some questions on the invoice, and that it took some time for McMahon to respond.
Commissioner KUTZ moved to approve all items on the Consent Agenda in its entirety. Vice-President BLACK seconded. The motion carried 5-0.
PRESIDENT VILLONE
Draft Ordinance 2021-03, amendments to Chapter 155, Peddling and Soliciting, and permission to advertise for action on June 28, 2021
President Villone reminded the Board that this item was discussed in Executive Session in the May 24, 2021 meeting. Commissioner SCHIN moved to approve the draft ordinance. Commissioner KUTZ seconded.
Commissioner Kutz asked Mr. Miner if the language established within the amendment under section 2(C) satisfies the police department concerns that were discussed in Executive Session. Mr. Miner indicated that the language in the amendment reflects the final draft and deferred to Mr. Holl to help answer the question completely. Mr. Holl confirmed that the language meets the needs of the police department. The motion carried 5-0.
ANY BUSINESS PERTINENT TO THE TOWNSHIP:
President Villone noted that if anyone wished to speak at that time, there would be 15 minutes allotted per person to speak at the podium. There were no items for discussion.
TOWNSHIP ENGINEER
Pavilion Roof Replacement at Peters Field Park
Mr. McCullough reiterated the memo that was provided to the Board. He stated that the 20+ year old roof is showing signs of deterioration. The new proposed roof will be constructed with corrugated metal which offers a life span of 50 years, and that the replacement was planned for 2021 with a budget amount of $10,000. LAT staff obtained three telephonic quotes. He indicated that although the memo states only one vendor replied with a quote, he has since received an additional reply. Quotes were $14,700 and $11,000, respectively. Noting that the lower quote is $1,000 over what was budgeted for, he said the additional cost will be covered by the Fee in Lieu of Recreation Land Fund (discussed and approved at a prior meeting). Mr. McCullough then recommended the lower proposal and indicated he wished to proceed with the project.
Commissioner Black asked if there is a time limit required for the third proposal. Mr. McCullough stated that there is no time limit on telephonic RFPs. Commissioner Black then asked if the contractor specialized in roofing. Mr. McCullough explained that although he does not know if the contractor specifically specializes in roofing, his facilities manager has worked with them in the past, and approved of the quote.
To Mr. Grove, President Villone asked how the Rec Fee Fund is funded, and if it carries over year to year. Mr. Grove replied that it is money that comes in from developers who have chosen to offer a donation in lieu of placing a recreation facility on their sites. He added that LAT has a limited amount of time to use it, but that there is more than enough in the fund to cover the additional cost of the roof replacement. President Villone asked how much money is in the fund. Mr. Grove stated that he expects the fund to net approximately $40,000 after various projects from 2021 are completed.
Commissioner Black asked for the name of the contractor. Mr. McCullough stated that it is Miller Construction, LLC
Commissioner BLACK moved to award the contract to Miller Construction, LLC. in the amount of $11,000. Commissioner HOLTZMAN seconded. The motion carried 5-0.
Drainage Plan No. DP 2021-02 for 1555 Slate Hill Road, contingent upon providing an executed Stormwater Facilities and Best Management Practices (BMP) Maintenance and Monitoring Agreement
Mr. McCullough stated that the Cumberland County Planning Department’s approval came across his desk an hour before the meeting. He outlined the plans for the property on the screen, which included construction of a 1,200 square foot pole barn and associated stormwater management facility to capture and treat runoff from the new impervious area. He added that the reason approval is needed by the BOC is because it includes a stormwater management plan which will need to be recorded by the county.
President Villone asked who will be liable for the maintenance of the BMP. Mr. McCullough advised it will fall on the property owner. President Villone then asked Ms. Davis if the yearly inspection process for this property will be the same as that of other commercial businesses. Ms. Davis replied yes. President Villone asked Mr. McCullough if there are any planting requirements for this project. Mr. McCullough stated not in this case since there are no water quality requirements, only volume requirements.
President Villone asked for a motion to approve the drainage plan. Commissioner KUTZ made a motion to approve the plan (as underlined above). Commissioner SCHIN seconded. The motion carried 5-0.
COMMUNITY AND ECONOMIC DEVELOPMENT
Cumberland County Planning Grant Application for Zoning Ordinance Update
Ms. Trone stated that LAT is seeking a total of $25,000 for a planning grant to hire a consultant to update the Township’s zoning ordinances. After consulting with several companies that do this type of work, Ms. Trone concluded that the cost should be approximately $50,000. The added that the grant program pays 50%, hence she is requesting approval for $25,000 from LAT and permission to prepare the grant application. She explained that updates will encourage redevelopment in areas where appropriate, create a more hospitable regulatory environment for business and residents, help reduce the number of variance and waiver requests, clarify requirements with illustrations, and improve staff efficiency.
Commissioner Kutz expressed that he supports the idea of improving the zoning ordinances and feels investing in these updates would show a fast return on investment through reduction in potential lawsuits and better management of LAT resources.
President Villone asked what LAT’s commitment would be should the grant be awarded to the Township. Ms. Trone advised a standard RFP process would be necessary. Once selected, she would recruit members from various LAT boards to form a committee and develop a scope of the project. President Villone stated that if and when the time comes to form the committees, he would like to see two members of the BOC participate. He also encouraged members of the BOC to spend some time educating themselves on how the Zoning Board operates so that they can gain a deeper understanding as business is brought to the board meetings in the future.
Commissioner Schin asked how the ordinances of LAT compare to other municipalities in surrounding areas. Ms. Trone advised that LAT is evolving from a rural community to a more urban community, and that the ordinances need to be updated to support these changes. She added that it would be difficult to compare LAT to neighboring townships, since they seem to have more green space.
Commissioner Holtzman asked Ms. Trone what LAT’s recourse would be should the grant not be awarded. Ms. Trone stated that the ZHB would then explore other options such as alternative grant programs, or even come before the BOC at another time for the full $50,000 to complete the project.
Mr. Miner suggested that the DCED offers various publications supporting this topic and encouraged board members to research those resources in their library.
Commissioner KUTZ moved to approve the application for the Cumberland County grant program for the Zoning Ordinance update. Commissioner SCHIN seconded. The motion carried 5-0.
PUBLIC SAFETY
Approval for Implementation of Intermediate Advanced Life Support Program
Director Holl broke down the certification levels and programs that exist under the EMS Act:
- Basic Life Support Program – EMT
- Intermediate Advanced Life Support (Advanced EMT (AEMT))
- Advanced Life Support Program – Paramedic
He explained that within LAT, the AEMT program has not been formally implemented even though the program had previously been authorized under the EMS Act in 2015. He added that currently, LAT has one AEMT acting as an EMT, and another EMT interested in becoming AEMT certified. He requested that the BOC approve the IALS (Intermediate Advanced Life Support) Program so that the existing AEMT would be permitted to provide limited advanced life support services, and so that others could then work towards their certifications. He included in the BOC packet a document developed and signed by Captain Deaven, Director Holl, and Dr. Modi which establishes parameters and requirements of the program for LAEMS and is consistent with the EMS Act and Department of Health regulation.
Commissioner Schin asked Mr. Holl why the existing AEMT is unable to perform duties as an AEMT, and how that relates to the need for a “program” within LAT. Mr. Holl explained that LAT has both a basic life support program and an advanced life support program, but that implementing the IALS program is a necessary formality that would allow an AEMT to perform AEMT duties without authorization or supervision.
Captain Deaven offered some additional background on how LAT has been preparing to launch the program for the past six months. He stated that a successful program is dependent on two main factors:
1) Size
2) Ability to properly dispatch an intermediate level of care
Commissioner SCHIN moved to approve the implementation of the Intermediate Advanced Life Support Program for LAT. Commissioner HOLTZMAN seconded. Motion carried 5-0.
MANAGER
Advertised Starting Pay Rate for Maintenance Specialist for Public Works
Mr. Vernau indicated that Bryce Thompson’s former position with Public Works has been published for two advertising cycles with no success in finding candidates. After collaborating with Donna Paul, it was decided he would advertise the higher CDL rate of $17.88 (versus the previously advertised $16.34 rate) in the current advertising cycle. He stated the employee would have 6 months to obtain his or her CDL. Mr. Vernau added that LAT is offering a $250 referral bonus to any employee that sends a candidate selected for hire.
Commissioner Holtzman suggested adding $0.12 to the rate for an even $18.00. Mr. Vernau stated that the BOC previously approved a matrix of starting rates for all LAT positions, but with BOC approval, any rate can be altered.
Commissioner HOLTZMAN made a motion to change the starting rate for the Public Works Maintenance Specialist to $18.00. Commissioner SCHIN seconded the motion for discussion.
Commissioner Schin asked if the BOC would be setting a precedent by straying from the established matrix. Mr. Vernau stated that in the past, the matrix would be used as the baseline but if the candidate came with experience, then he may be offered a starting rate beyond that of what the matrix outlines. He added that the Board may either approve the increased rate for that specific job posting or update the matrix. He said that updating the matrix would require updates to all positions on the matrix (it is a value-added pay system).
President Villone asked Mr. Vernau what his opinion is on the $17.88 rate. Mr. Vernau replied that he is comfortable with the current advertising of $17.88 now but would be willing to revisit again if he is not seeing any interest. He added that there are other employees that were hired recently at the $16.34/$17.88 rates, and that there would be a ripple effect once word would get out that the salaries had recently changed.
Commissioner KUTZ made a motion to table the discussion until staff could provide an updated matrix and the BOC could see what the financial impact would be in making such a change.
Commissioner SCHIN stated that he wished to withdrawal his previous second to change the starting wage to $18.00 and seconded Commissioner KUTZ’s motion to table. He added that although he is not opposed to the starting wage of $18.00 at this time, he too is interested is reviewing the impact to the matrix, as suggested by Commissioner Kutz.
Mr. Vernau reiterated that the BOC could potentially approve the starting wage at $18.00 for just this job without affecting the matrix. Impacts to the matrix would only occur if the Board wished to change the starting wage for that position within Public Works indefinitely. He added that if the former were to occur, then he suspects a few recently hired employees would question the disparity.
Commissioner KUTZ withdrew his motion to table the discussion in light of Mr. Vernau’s last statement. Commissioner SCHIN withdrew his second.
Commissioner SCHIN again seconded the original motion to change the starting rate for that job requisition to $18.00.
Commissioner KUTZ moved to amend original the motion, to approve advertising at $17.88/hr. He stated he would like to honor one complete cycle of advertising at $17.88 prior to potentially agreeing to a higher rate in the future. Commissioner BLACK seconded.
Commissioner Schin asked President Villone if a roll call vote could be taken on the amended motion. President Villone directed the Recording Secretary to call the roll:
Vice-President Black – Yes
Commissioner Schin – No
Commissioner Holtzman – No
Commissioner Kutz – Yes
President Villone – Yes
Motion carried 3-2.
President Villone asked Mr. Vernau what the time frame would be on obtaining responses on the job position. Mr. Vernau indicated he will add this topic to the agenda of the next meeting, with his updates to the Board.
COMMISSIONER REPORTS
Captain Crone passed around a sample of the PD’s new body camera. He stated that a grant match of between $40K-$50K will be reimbursed back to LAT for the purchase of the cameras.
Captain Crone said that 5 of 7 prospects could not be hired once the background checks came back. He indicated this has delayed hiring, but he is hopeful he will be able to announce new hires in July.
Mr. Eby announced an on-creek clean-up on Sunday, July 18th from noon to 6pm by the Yellow Breeches Watershed Association. Headquarters will be at the LAT Community Park Fernlawn Pavilion. He stated he has the forms available and will soon also be on the website as well. Mr. Eby stated an alert will go out from the YBWA due to the bridge construction on Slate Hill Rd. discouraging use of the water trail between Yellow Breeches Park and Spanglers Mill instructing there is no parking.
Commissioner Kutz stated he enjoyed attending the 2-day seminar for the Gettysburg Road Corridor. He attended the Bob Craig Golf outing, the employee picnic, and the ceremony to place an historical marker at the Sheepford Rd. Bridge. He said he has attended several meetings on school safety, attended a rally in New Cumberland with Mayor Doug Morrow addressing the opioid crises. He met with Seth Berry from Solar Renewable energy to further discuss and understand the recent LAT proposal. Last, as a member of the PA Election Law Advisory Board, he took part in a motion to approve the release of an annual report and legislative recommendation to the PA General Assembly. He said he was able to provide valuable insight in that process.
Commissioner Schin sat in on the first Zoom meeting for the Cumberland County Municipal Advisory Board. He was able to share information on the former Bon-Ton project. He obtained details on the Cumberland County 3×30 program, which is an initiative to preserve 30,000 acres of farmland by 2030. It was recommended that LAT go to the county if they with to participate. The American Rescue Plan was discussed, whereas LAT is eligible for 2.1 million dollars in federal funds to be used for various initiatives. More information can be found at the website of the PA Department of Treasury. He learned of the P25 radio project and provided some details pertaining to that initiative.
President Villone stated he attended the Gettysburg Road Corridor study. He stated that the use of technology on the project made it easy for the virtual attendees to understand. Regarding the COVID relief grant money, President Villone stated he signed off on the application. LAT is eligible for 2.1 million dollars if we qualify. President Villone said he has been involved in the PSATC meetings and learned there should be a Central meeting in August, and a Summit in October in Lancaster along with the Municipal League. This year’s summit should be in-person. He encouraged the Commissioners to attend. He attended the Sheepford Bridge dedication with the West Shore Historical Society. Last, he reminded the BOC of the Lisburn Fire Festival which will be in person this year, in August.
ADJOURNMENT
The regular meeting of the Board of Commissioners adjourned at 7:31 pm.