Board of Commissioners
9-27-2021 Meeting Minutes
MINUTES
| BOARD OF COMMISSIONERS | LOWER ALLEN TOWNSHIP |
| REGULAR MEETING | SEPTEMBER 27, 2021 |
| 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 | David Holl, Public Safety Director |
| Steven P. Miner, Township Solicitor | |
| John M. Eby, Building and Zoning Coordinator | |
| Tony Deaven, EMS Captain | |
| Michelle Kilgore, Recording Secretary | |
President Villone called the September 27, 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. He then announced that both Vice President H. Edward Black and Commissioner Carolyn E. Holtzman were absent, with excuse.
MEETING MINUTES
Commissioner SCHIN moved to approve the minutes from the August 23, 2021 Regular Meeting. Commissioner KUTZ seconded the motion. Mr. Miner requested that the minutes be updated to reflect an amendment to page 4 of 6, updating the comment “Mr. Miner said Norfolk Southern may be ordered to pay for it, but they would ultimately get reimbursed by the PUC”. Mr. Minor requested the comment be changed to “Mr. Miner said Norfolk Southern may be ordered to pay for it, but they would ultimately get reimbursed by order of the PUC.” The motion carried 3-0, as amended.
Resolution 2021-R-33
President Villone asked for a motion to adopt Resolution 2021-R-33, recognizing Staci L. Morgan for 25 years of service to Lower Allen Township. Commissioner KUTZ made the motion. Commissioner SCHIN seconded. The motion carried 3-0.
Resolution 2021-R-34
President Villone asked for a motion to adopt Resolution 2021-R-34, recognizing Marshall F. Quartmon for 25 years of service to Lower Allen Township. Commissioner SCHIN made the motion. Commissioner KUTZ seconded. The motion carried 3-0.
Presentation – Employee Recognitions
President Villone recognized four Lower Allen Township employees for their tenure with the Township. He presented and read each of the resolutions for Mr. Quartmon and Ms. Morgan, in addition to commendation letters for all those being recognized:
Marshall F. Quartmon – 25 Years
Staci L. Morgan – 25 Years
Donna Paul – 20 Years
Charles Reynolds – 15 Years
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 indicate as such. Members of the audience requested to speak on items 11a and 11b from the agenda. President Villone noted that when agenda items arrive, he would have the resident/s come to the podium.
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, to state his/her request at that time. There was no response.
a. Department Reports for the month of August for Community Development, Fleet Maintenance, Facility Maintenance, Township Engineer, Public Works, and Public Safety (July and August).
b. Tax Collectors August Monthly Report.
c. Accept a motion to approve the Check Register of September 24, 2021 in the amount of $ 469,763.75.
Commissioner KUTZ moved to approve the items on the Consent Agenda. Commissioner SCHIN seconded. The motion carried 3-0.
PRESIDENT VILLONE
Declaration of Disaster Emergency
President Villone asked for a motion rescind the Declaration of Disaster Emergency that took effect on September 1, 2021 and was ratified on September 13, 2021. Commissioner SCHIN moved to rescind the Disaster Emergency Declaration. Commissioner KUTZ seconded. The motion carried 3-0.
Heather Douden Probationary Period
President Villone asked for a motion to remove Heather Douden, Public Works Administrative Assistant and Event Planner, from probationary status effective 9/22/21. Commissioner KUTZ made the motion. Commissioner SCHIN seconded. The motion carried 3-0.
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 was none.
TOWNSHIP ENGINEER
Approval of License Agreement with Norfolk Southern Railway Company and First Amendment to Reimbursement and Indemnity Agreement for Railroad Crossing Application with Charter Homes Development Company for the pedestrian crossing at Rossmoyne Rd
Mr. McCullough indicated he understood this item was discussed at the September 13, 2021 BOC meeting, and the item was tabled so that the Board could ask additional questions to a representative from Charter Homes. He introduced Charles Courtney as Charter’s representative as he came to the podium. Anthony Faranda-Diedrich from Charter Homes joined him. President Villone asked Mr. Courtney what the time frame would be for when a developer would turn over a community to an HOA. Mr. Courtney indicated that the Arcona community as a whole is not the standard 25-unit project. He said that because Arcona is so large, Charter is dividing it into sub-communities, where each division would have its own HOA. These HOAs would fall under an overarching master HOA. The master HOA, which already exists today, could assess every unit, own and maintain common areas which include but are not limited to stormwater basins and open space areas. Mr. Courtney stated that over time, the communities will be turned over to the master HOA. Mr. Faranda-Diedrich stated that the common trails have already been turned over to the master HOA, but the stormwater facilities are still with Charter. Mr. Courtney said that when the pedestrian improvements are inspected and approved, there will be an amended declaration put in place to account for their existence, and to bring them into the authority of the master HOA. He explained that the master HOA will consist of members of Arcona but will also include professional property management representatives to complete budgeting and other professional services. President Villone asked what makes up the sub-HOAs and will the restrictive covenants be detailed out for the sub-HOAs to follow. Mr. Courtney stated that the sub-HOAs are formed as work gets approved and the community is built out. The reason for this is because Charter would not know in advance the full scope of all the various sub-communities (how many units, unit locations, etc.). Therefore, amendments are drawn up as projects are getting built out, and the smaller HOAs are established as these developments are completed, all falling within the authority of the master HOA. President Villone asked in twenty years from now, what keeps the master HOA “glued together”, and is there language that can be put into the master agreement to require the HOA exists. Mr. Courtney reiterated the master HOA already exists, and that the smaller HOAs will never be running their communities on their own. The master HOA will have representatives that specialize in running these types of communities. He stated the master HOA must continue to exist as a matter of law (required by the PA Uniform Community Act) and would have the authority to assess and lien every property within Arcona. Commissioner Schin asked if Charter plans to give any guidance to the HOA. Mr. Courtney said that as the communities transition to their HOAs and fall under the master HOA, Charter will slowly pull back as they see the communities and boards start to function on their own, all the while providing guidance. Commissioner Schin then asked if board members will be elected by the communities. Mr. Courtney replied that elections would typically take place once the communities are fully turned over.
President Villone asked the Board members if they would be comfortable making a motion on the approval of the License Agreement with Norfolk Southern Railway Company and First Amendment to Reimbursement and Indemnity Agreement for Railroad Crossing Application with Charter Homes Development Company for the pedestrian crossing at Rossmoyne Rd.
Commissioner KUTZ made the motion. Commissioner SCHIN seconded. The motion carried 3-0.
Approval of SLD Docket No. 2021-07, Final Lot Line Adjustment Plan for Arcona Phase 8.1, Lot 500
Mr. McCullough explained that both properties in question are owned by Charter Homes at Arcona, and the approval would allow the transfer of 1,457 feet from the open space lot to Lot 500. He added that no waivers were requested, and the plan was approved for recommendation to the Board by the Planning Commission in their recent September 21 meeting. Commissioner Kutz asked what the purpose is for the lot line adjustment. Mr. Courtney stated that Charter would like to build a specialty home, and the size of the lot today would not accommodate it if not for the adjustment. Commissioner Kutz asked if it will be used as a model home, or a home for a resident. Mr. Courtney replied that it will house a resident, and that Charter wishes to control the design and architecture given the location of the home in the neighborhood. President Villone asked for a motion to approve SLD Docket No. 2021-07, Final Lot Line Adjustment Plan for Arcona Phase 8.1, Lot 500.
Commissioner SCHIN made the motion. Commissioner KUTZ seconded. The motion carried 3-0.
Proposal to replace the roof on the Barn at LACP
Mr. McCullough explained that the roof is experiencing significant deterioration, made apparent during the last few rainstorms that occurred. He noted that although this project is not currently budgeted, he is aware that it has been on the staff’s radar to replace within the next 5-10 years, and the storms proved the roof is currently in worse shape than previously thought. He indicated a proposal from Houck Services was included with the Board’s meeting packet, and noted that because they are a COSTARS member, formal bidding was not required. Mr. McCullough stated that the money to cover the replacement will come from fund balance, and that he is recommending the second option on Houck’s proposal, which will cost $61,300.00, and contingent upon final review from the Township’s solicitor. He added that Mr. Miner did review the proposal that morning and asked that the contractor revise a section on the last page of the proposal. Mr. McCullough said that the contractor indicated they are willing to revise the proposal, but he has not yet received the amended document. Commissioner Kutz asked if this is an immediate need that cannot go through the upcoming budget process. Mr. McCullough expressed the urgency, as the most recent storm has created significant leaking. Commissioner Kutz asked if construction would begin immediately after approval. Mr. McCullough replied yes. President Villone asked Mr. Vernau for clarification on the funding that the money would be pulled from. Mr. Vernau explained it is coming from the General Fund fund balance, and that although the price tag on the project seems steep, the General Fund would not be greatly impacted. He added that he agrees the work should be approved, given the condition of the Barn.
Commissioner SCHIN moved to approve the work to be completed, using option #2 in the proposal from Houck Services on Linglestown Road. The proposal outlines the Scope of Work and will cost $61,300.00. Commissioner KUTZ seconded. The motion carried 3-0.
COMMUNITY AND ECONOMIC DEVELOPMENT
Gettysburg Road Corridor Study
Ms. Trone presented the comprehensive plan recommendation slideshow created by consulting firm Michael Baker International, for the purpose of improving transportation circulation and support future economic development. The vision for the plan spans out to the year 2035 and outlines a well-designed and more accessible mixed-use destination that creates gateways into the Township, establishes a Town Center, safely accommodates all modes of transportation, provides new multimodal connections, preserves existing industrial uses in harmony with future development, and creates and enhances public greenspaces. The two-mile corridor runs along State Bicycle Route J-2, which includes Simpson Ferry Road, Gettysburg Road, State Road, and Hummel Avenue. The plan is divided into three segments: the western segment (the Town Center District running from the Shiremanstown border to Route 15 underpass), the Central Segment (the Mixed-Use Boulevard, stretching from the Route 15 underpass to the Carlisle Road underpass), and the Eastern Segment (the Community Gateway, from the Carlisle Road underpass to the Lemoyne border). Key findings from various surveys, interviews, meetings, analyses, and workshops suggest improvements should be completed with the following factors in mind: pedestrian and bicycle safety, business outlook, new construction and reuse, transportation improvements, and overall appearance. Recommendations from the consulting firm were outlined as a set of goals. The first goal (A) is to:
- Adopt the Master Plan as an amendment to the Township’s 2018 Comprehensive Plan.
- Amend Lower Allen Township’s Zoning Ordinance, Zoning Map, and Subdivision and Land Development Ordinance to permit a well-designed and sustainable mixed-use town center in the Study Area and appropriate infill redevelopment.
- Amend Lower Allen Township’s Official Map to incorporate the public right-of-way improvements for the recommended surface transportation and stormwater management needs.
- Identify target sites for potential acquisition and assemblage for redevelopment.
The second goal (B):
- Conduct design and engineering level analysis of recommended Complete Street improvements and other infrastructure upgrades to identify near-term projects (e.g., public off-site improvements) as well as long-term projects in conjunction with future redevelopment.
- Coordinate the proposed stormwater management improvements adjacent to the former US 15 interchange with the Pennsylvania Department of Transportation.
- Implement Complete Street improvements to enhance multimodal accessibility and connectivity throughout the Gettysburg Road Corridor.
The third goal (C):
- Continue to collaborate with public and private partners to advance the Master Plan through a phased implementation process.
- Develop a funding strategy for the proposed public infrastructure improvements.
Ms. Trone went over the timeline for next steps. Any substantial comments that the BOC would have from that evening’s meeting would be incorporated by October 1st. Then the plan would be distributed on October 6th to all surrounding townships and municipalities. On November 22nd, the public hearing will take place.
Commissioner Schin asked if federal funding is available for government entities that are improving their infrastructure. Ms. Trone replied she knows of a bill, but the Township first must produce specific projects to be derived from the vison and plan they are discussing that evening. President Villone asked how the existing plans to update the zoning plays into this vision. Ms. Trone replied that she feels the Township is positioned well, since the zoning consultant RFP is being created, and is in the proposed budget for 2022. President Villone mentioned he has heard there could be interest from national developers as the Township moves forward with this plan. He asked Ms. Trone her take on this idea. Ms. Trone agreed, provided the zoning is updated in a way that would accommodate that party’s interests. Commissioner Kutz expressed concern for an area bordering just outside the Central Segment and asked if there could be plans to make improvements there. Ms. Trone replied that the areas within the plan would certainly influence development for the bordering areas. Commissioner Kutz then asked for clarification on where the upcoming zoning revisions would apply. Ms. Trone replied that the entire Township will be subject to the changes. Commissioner Schin pointed out that that plan submitted by the consulting firm omitted one of the commissioner’s names. Ms. Trone indicated she would have the information corrected. Commissioner Kutz expressed his excitement over the plan and the efforts involved to that point.
Commissioner SCHIN moved to permit the municipal planning code process for adoption of the amendment to the comprehensive plan to include the Gettysburg Road Corridor Study. Commissioner KUTZ seconded. The motion carried 3-0.
Commissioner KUTZ moved to grant permission to staff to advertise for a public hearing on November 22, 2021 at 6:00PM for the Gettysburg Road Corridor amendment to the comprehensive plan. Commissioner SCHIN seconded. Motion carried 3-0.
PUBLIC SAFETY
Pennsylvania Commission on Crime and Delinquency (PCCD) Innovative Strategies to Combat Crime Grant
Director Holl referenced the memo included in the Board’s meeting packet, outlining a grant program that would award up to $60,000 in non-match funds to be used toward innovative strategies to combat crime. He added that the Police Department would like to apply for the grant for the purpose of adding an additional License Plate Reader (LPR) recognition system. Director Holl offered LAT statistics on how the existing LPR system has helped the officers identify suspects. He said that a second LPR system would help blanket commercial areas within LAT that have realized an increase in criminal activity.
Commissioner SCHIN moved to approve application for the grant. Commissioner KUTZ seconded. The motion carried 3-0
MANAGER
2022 Pension Budget Resolution 2021-R-35 and Minimum Municipal Obligations
Mr. Vernau referenced the memo from Mr. Grove that was included in the Board’s meeting packet. He said that the Pension Budget, by law, must be approved prior to the end of September. He went through the figures and outlined what they meant.
Commissioner KUTZ moved to adopt Resolution 2021-R-35. Commissioner SCHIN seconded. The motion carried 3-0.
Charging Fees for Neighborhood Park Pavilions
In preparation for upcoming budget planning meetings, Mr. Vernau spoke of an idea that arose earlier in the year. He explained that Lower Allen Community Park is the only Township park that has a pavilion fee schedule in place. He asked the Board to consider charging fees for the remaining Township parks, noting that doing so would also open the ability for non-residents to reserve them. He noted that this change would bring additional revenue to the Township. President Villone expressed concern that residents living in that community may not be made a priority to the Township if renting to non-residents. He asked if there is any sort of reservation policy in place currently. Mr. Vernau said no, that if a group of people are using a pavilion (other than LACP), another group could potentially come in and use the pavilion at the same time. President Villone asked if the Township has received calls to reserve the pavilion. Mr. Vernau replied yes, and that staff will explain that there is no reservation policy, that it is first come, first served. President Villone said he felt the value of revenue coming into the Township would not outweigh the potential negative perception the residents of a community would have, should non-residents reserve a pavilion in their communities. Commissioner Schin agreed and added that he felt that if a reservation system were in place, it should only be available to residents of that community. Commissioner Kutz agreed he would not wish to charge residents for reserving a pavilion in their own neighborhood, and if the Township would start a reservation system for all parks, he feels non-residents should not be excluded. He also noted that he did not feel the Township would see many requests from residents not local to Lower Allen Township, considering some of the park pavilions are not familiar, or may be a challenge to get to. President Villone stated that he is in favor of a reservation system to LAT residents, with a refundable deposit only, but is not in favor of charging a fee. Commissioner Kutz agreed but added that non-residents should pay a fee. President Villone agreed. Mr. Vernau expressed concern over residents seeing non-residents reserving their pavilions. Commissioner Schin recommended the discussion take place again with the full Board intact. President Villone agreed.
New Township Performance Evaluation System
Mr. Vernau said the Township has been collaborating with a consultant to develop a new employee evaluation system more geared toward development. It would also allow the employee the opportunity to offer feedback, develop goals for the upcoming year, and then be evaluated the following year against those goals. Salary increases would be based on the overall evaluation ranking: Underperforming, Performing as Expected, and High Performing. High Performers would realize the highest increases.
COMMISSIONERS’ REPORTS
Captain Deaven presented an MCI Walk Kit, valued at $1,500.00 and donated to LAT by Keystone Health Coalition through their regional council, and will allow LAT to provide training and assist residents on EMS calls. Captain Deaven also noted that LAT received their pediatric certification, only 80 EMS units in Pennsylvania (out of 1138) are considered expert level, and LAT is now one of them.
Mr. Vernau said that Arkview Recovery is offering tours on October 25/26 and would any Board member be willing to attend. The Board expressed interest for the afternoon of the 26th but asked for a reminder.
President Villone stated he attended the Parks and Recreation meeting recently and noted he will be attending the meetings in Commissioner Holtzman’s absence to ensure the BOC has representation. President Villone went to the Gardener’s Gathering and enjoyed the beekeeper’s presentation. He said he heard that the official numbers from the Fire Festival showed a great turnout this year, and that the gun raffle was able to raise a significant amount of funds for the fire company.
ADJOURNMENT
The regular meeting of the Board of Commissioners adjourned at 8:02PM. The Board moved to Executive Session.