Board of Commissioners
BOARD OF COMMISSIONERS LOWER ALLEN TOWNSHIP
REGULAR MEETING OCTOBER 12, 2015
The following were in ATTENDANCE:
BOARD OF COMMISSIONERS TOWNSHIP PERSONNEL
H. Edward Black, President Thomas G. Vernau Jr., Township Manager
Peddrick M. Young, Sr, Vice President Erin Trone, Assistant Township Manager
John T. Titzel Frank Williamson, Director of Public Safety
Richard F. Schin Daniel Flint, Community Development
Lloyd W. Bucher Richard Grove, Director of Finance
John Eby, Building and Zoning Coordinator
Steven P. Miner, Solicitor
Julie Echterling, Recording Secretary
President Black called the October 12, 2015 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.
APPROVAL OF REGULAR MEETING MINUTES
Commissioner SCHIN moved to approve the minutes for the September 28, 2015 regular meeting. Commissioner TITZEL seconded the motion. Motion carried 4-0, with President Black abstaining due to his absence from that meeting.
PRESENTATION: RECREATION AND PARKS BOARD
Mr. Scott Duncanson, Recreation and Parks Board, stated that the Board conducts walking tours of each park in the Township in May and June each year. Based on their tours, they present recommendations to the Board for consideration at budget time. Below are the recommendations he discussed:
• Installation of “tot lot” type play structures at Sheepford Crossing Playground. This was brought to our attention by a resident who suggested that there are more young children in the neighborhood.
• Upgrades to the play structures at the LACP Fun Fort. Particular attention should be paid to the swing structure in the rear, the sand box, and the tire tunnel.
• Repair or replacement of the fence at the basketball court in Allendale Park.
• Installation of a water fountain at Pete’s Field Park. If logistically practicable, this should be near the basketball courts which have a high usage.
• Study and begin the planning process to improve water trail access at both Creekwood and Yellow Breeches Parks.
• Again apply for a grant for recycling containers for every park.
• Begin the planning and grant search process for the installation of a walking trail around the perimeter of LACP.
On behalf of the Recreation and Parks Board, he thanked the Board for the opportunity to make these recommendations. Mr. Vernau discussed the suggested improvements for the Fun Fort and the budget process for replacing the items, including obtaining public and consultants input. The Board thanked him and the Recreation and Parks Board for their work.
RESOLUTION 2015-R-25-Recognizing Lynn C. Smith for 38 years of Service
Commissioner SCHIN made a motion to approve RESOLUTION 2015-R-25-Recognizing Lynn C. Smith for 38 years of Service as a Crossing Guard for the Township. Commissioner BUCHER seconded the motion. Motion carried 5-0.
President Black read and presented Lynn Smith a certificate for her years of service. The Board thanked her for her work for the Township. Chief Williamson thanked her for years of service and presented her with a gift from Public Safety for her years of service.
EMPLOYEE RECOGNITION – John Eby – 30 Years of Service
President Black read and presented Mr. Eby a certificate for his 30 years of service with the Township. The Board thanked him for his service to the Township.
AUDIENCE PARTICIPATION: ANY ITEM ON THE AGENDA
President Black inquired if anyone in the audience wished to address any item appearing on the agenda. Two residents asked to speak on item 11c., Wesley Mews, and Mr. Bob Fisher asked to speak on item 11d, Triple Crown Corporation’s right-of-way request.
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. Commissioner Schin asked item (a) be removed for additional discussion.
Commission SCHIN moved to approve the following Consent Agenda item:
b. Approve payment for HVAC system: Tridium R2 to Tridium N4 BAS in the amount of $22,550.00.
Commissioner BUCHER seconded the motion. Motion carried 5-0.
Item 8a: Commissioner Schin asked if there was any financial exposure to the Township with the sewer agreement. Solicitor Miner provided the background for the contract with Fairview Sewer System and PA American Water. He stated there would not be a financial exposure for the Township. He stated with the agreement, PA American Water would share some of the costs of the upgrades that may be required in the next 10 years.
Commissioner SCHIN made a motion to approve the following Consent Agenda item:
a. Agreement with Fairview Township, Pennsylvania American Water Company, and the Lower Allen Authority regarding the sale of Fairview’s sanitary sewer service.
Commissioner BUCHER seconded the motion. Motion carried 5-0.
Approval of Check Registers
Vice President YOUNG made a motion to approve the Check Register of October 2, 2015 in the amount of $204,288.98. Commissioner TITZEL seconded the motion. Motion carried 5-0.
Invoice No. 3 for Accessory Storage Building
Vice President YOUNG made a motion to approve payment of Invoice No. 3 B and B Pole Building Company in the amount of $49,659.00 for construction of the Accessory Storage Building. Commissioner TITZEL seconded the motion. Motion carried 5-0.
Invoice No. 3 for Plumbing Construction on the Cedar Spring Park
Vice President YOUNG made a motion to approve payment of Invoice No. 3 to Sponaugle Construction Services in the amount of $8,629.20 for plumbing construction at the Cedar Spring Park. Commissioner TITZEL seconded the motion. Motion carried 5-0.
ANY BUSINESS PERTINENT TO THE TOWNSHIP
There was no response.
Time Extension for Charter Homes’ Plans
Mr. Flint discussed the request to extend the expiration date to December 18, 2015 for the following SLD Dockets:
1. SLD Docket No. 2015-05, Revised Overall Master Plan for Arcona.
2. SLD Docket No. 2015-07, Revised Preliminary Subdivision and Land Development Plan for Highpoint, Phase 1.5.
3. SLD Docket No. 2015-08, Final Subdivision and Land Development Plan for Highpoint, Phase 1.5.
4. SLD Docket No. 2015-09, Preliminary Subdivision and Land Development Plan for Arcona, Phase 2.
5. SLD Docket No. 2015-10, Final Subdivision and Land Development Plan for Arcona, Phases 2.1 and 2.2.
6. SLD Docket No. 2015-11, Final Subdivision and Land Development Plan for Arcona, Phases 2.3, 2.4 and 2.5.
Commissioner BUCHER made a motion to approve an extension of the six outstanding SLD Dockets for Arcona, with a new expiration date of December 18, 2015. Vice President YOUNG seconded the motion. Motion carried 5-0.
Noise Study for Gettysburg Road Realignment
Vice President YOUNG made a motion to approve a supplementary payment for HRG, Inc. for a noise studies associated with the Gettysburg Road Realignment Project, in the amount of $15,500.00. Commissioner TITZEL seconded the motion. Motion carried 5-0.
Update re: Wesley Mews automatic fire sprinkler system upgrade project.
Mr. Eby provided the following update since the last Board meeting:
• One permit has been applied for from the Township.
• Eight written verifications of homeowners working with Triangle on a contract have been received.
• An additional solution is being considered. Increasing the diameter of water supply pipes to some individual units might be necessary and might be a desirable and/or advantageous option for other homes. Increasing water supply pipe size could add cost but could eliminate some work inside the home.
President Black asked Mr. Eby a series of questions and clarification on items. Below are the items and answers:
• Back Flow Prevention
o They are required but aren’t in the most units now.
• Anti-Freeze in Systems
o Most second floor units have anti-freeze in their system. He spoke about how the backflow works to keep it out of the public water supply.
o Mr. Yeagley stated that the levels in some of the units are unacceptably high. He stated if a fire starts, the first 3-5 seconds after the sprinkler is activated anti-freeze, which contains alcohol, will come out. He stated that it would intensify the fire and be an extreme lifesaving problem.
o Mr. Yeagley stated that the anti-freeze in their systems was mixed on-site, which is illegal to do now. As of 2015, it can only be purchased pre-mixed because of safety issues. If the anti-freeze in their system is corrected, he stated it wouldn’t be a problem in a fire.
o President Black was concerned about the additional risk to firefighters and property damage because of this issue.
• Progress/Deadline Date
o Mr. Eby hasn’t set a new date as they are trying to work with all involved as multiple decisions need to be made. He stated the Wesley Mews Condo Association received reports about this issue dating back to 2011 and the Township found out in March of this year.
Mr. Yeagley discussed an alternative to ripping the walls down, which would be to increase the pipe size into the units. He stated that some only need to replace the sprinkler heads, especially those on the second floor. He stated that increased pressure would be a good thing for this situation. Dustin from Triangle, thinks this solution could work but is working on the calculations. Discussion ensued.
Basir Vincent, 5218 Cobblestone Court, stated that he is representing the Board and residents. He stated he is having the work done later this week on his unit. He is working with Triangle and has contracted with EK services for the outside work. He stated they are moving forward and working with Staff.
Regina Dolan, 5230 Cobblestone, spoke about the papers she received when she bought her unit in August 2012. They stated that there were no violations or hazards for her unit. She became a Board member of Wesley Mews in 2014 and found out about this issue. She found out they have known since 2011. She came up with a project plan to fix the issue and was removed from the Board. She looked at the records and discovered the issue dates back to 2007. She stated that she is taking legal action over the purchase of her unit. She stated that she spoke to her insurance company about the issue and they stated they may not pay for fire damage because of this issue. She thanked the Board for taking action and being proactive.
President Black asked that the Board receive weekly Friday emails from Mr. Eby on the progress. He stated that if there is no progress in a week, the Board may impose a deadline.
St. Johns Road Right-of-Way
Mr. Fisher of R.J. Fisher Associates, speaking on behalf of Triple Crown Corporation, discussed a request to reduce the right-of-way width for a portion of St. Johns Road from 30 feet from centerline to 25 feet from centerline. He stated this request is proactive, as they have a SLD plan and would need this prior to submitting the plan. He spoke of a Hartman plan approved this year with the 25 foot right-of-way. Discussion ensued. Solicitor Miner stated he would need to petition the Township and a public hearing would be necessary.
Driving Surface Aggregate (DSA) at the Creekwood Park Access
Mr. Flint discussed the opportunity for construction of Driving Surface Aggregate (DSA) at the Creekwood Park Access. He provided background on Cumberland County Conservation and the grants. Discussion ensued.
Commissioner SCHIN made a motion to award a contract in the amount of $10,350.00 to New Enterprise Stone and Lime Co., Inc. for construction of Driving Surface Aggregate (DSA) at the Creekwood Park Access as part of the Dirt, Gravel and Low Volume Road Program. Commissioner BUCHER seconded the motion. Motion carried 5-0.
Cody five-year maintenance agreement.
Chief Williamson discussed the Records Management System and the yearly maintenance with Cody required for the system. He stated the normal increase in yearly fees is 3%. He stated Cody is offering discounts for a five-year agreement, including years with no increase in the maintenance fees. Mr. Vernau expressed concern about a five-year contract with a new Public Safety person coming in. Discussion ensued. The Board asked that this item be put on the Consent Agenda for next meeting.
Risk Management Assessment from PMA
Mrs. Trone spoke about the letter received from PMA. She discussed the good news how there was an 11 point increase in the overall RMA (Risk Management Assessment) score. She spoke about the monthly Safety Committee meetings and the actions they take to keep the employees safe. Mr. Vernau stated that we currently have the highest rating in the Keystone Municipal Insurance Trust.
Repository sale properties
Mr. Vernau discussed the request from Cumberland County to approve two properties for Repository Sale. Mr. Flint showed the Board the locations of the properties. President Black proposed asking the Cliffs if they want to purchase the one piece of land as it between the Associations’ lands. Discussion ensued.
Commissioner BUCHER made a motion to approve the request from Cumberland County for the Repository Sale of two properties located in the Township. Vice President YOUNG seconded the motion. Motion carried 5-0.
Board & Commission appointments
Mr. Vernau discussed the two civil service members terms expiring. He stated that the terms should be staggered and is proposing to appoint one for six years and one for five. He stated Staff is recommending offering reappointments to those on the Boards and Commissions. Reappointments would take place during the reorganization meeting on January 4, 2016. He asked the Board if they would like to have three meetings in January or just two. Discussion ensued. The Board agreed to have their normal two meetings and the reorganization meeting.
Mr. Vernau discussed the need for new portraits as the Board will be changing. Discussion ensued. The Board agreed to have the pictures taken at 6pm at a November meeting.
Mr. Eby thanked the Board for the recognition tonight.
Mr. Grove reminded the Board of the Budget meeting next Monday at 7pm.
Commissioner Bucher stated the Authority approved their budget with no increase in fees for residents.
ADJOURNMENT TO EXECUTIVE SESSION
The Regular Meeting of the Board of Commissioners adjourned to Executive Session at 9:04 pm to discuss the following item:
a. Manager’s Salary