Board of Commissioners
July 16, 2012 Meeting Minutes1
COLEBROOKDALE TOWNSHIP
BOARD OF COMMISSIONERS
MEETING MINUTES OF JULY 16, 2012
The regular meeting of the Board of Commissioners of Colebrookdale Township was held on the above date at the Township Building. The meeting was called to order by Vice President William Spade at 7:30 PM with all present joining in the Pledge of Allegiance to the Flag.
The following Commissioners were present: William Spade (Vice President),Linwood Bartman, Barry Baus and Daniel Ritter. Also present were Township Manager Cindy Conrad, Township CEO/Zoning Officer Allen Stauffer, Township Treasurer/Tax Collector Joan Herb, Township Solicitor Jeffrey Karver,Assistant Township Engineer Mary Lou Lowrie andPolice Chief Christopher Schott. President Todd Gamler was absent.
PUBLIC PARTICIPATION
Mr. Tim Little and Mr. Michael Mellor of Drug Plastics addressed the Commissioners with a presentation for a 5500 square foot building addition and requested a waiver of the land development plan (LDP)review process and stormwater management review. Mr. Little showed an aerial photograph of the 60-acre property indicating where the proposed addition is adjacent to the existing building. The proposed building site is currently stone with some blacktop used only as adriveway for loading raw material. Mr. Jim McCarthy of McCarthy Engineering submitted a sketch plan showing the location of the proposed addition.A200+ square foot reduction of impervious surface will result as excess stoned areas will be converted to grass. The total impervious surface area for the business is well under the 40% allowable by zoning. There will be no additional new employees, no additional sewer requirements and no new traffic. Stormwater runoff will be handled through existing swales on the site.
Mr. Mellor explained Drug Plastics has plans to expand manufacturing development and they needto have a dedicated research and development facility. They are interested in completing the addition by the end of the year to keep competitive with world-wide pharmaceutical companies.
CEO Stauffer and Manager Conrad visited the site and see no issues with their request. Commissioner Bartman said he is familiar with the company and supports the proposal. Commissioner Baus wanted assurance there wouldn’t be a need for additional parking. Since there will be no new employees, there would not be a need for parking in that area. There was a motion by Commissioner Ritter, seconded by Commissioner Bartman to approve the request for a waiverof the LDP review process and Stormwater Management for the construction of a 5500 square foot addition to the existing building conditioned on an approval recommendation by the Township Planning Commission. Motion carried.
Mr. Little asked to be put on the Planning Commission agenda scheduled July 19, 2012 and Manager Conrad confirmed they will be added to the agenda.
Mr. Will Roth of the Pit Stop Restaurant addressed the Commissioners seeking guidance and possible approval to add a deck to the restaurant and provide outside seating for diners. He submitted a hand-drawn sketch of the proposed deck. Asked if he applied to the Liquor Control Board to provide outdoor service, he explained he first wanted to find out if the Township would allow for outdoor food and drink service. The proposed deck will be approximately 28’ x 30’.
The Commissioners asked for the number of seats the deck will be accommodate, the number of existing parking spaces and the number of additional parking that will be required. Mr. Roth could not provide exactdetails at this time. However, he noted he did not expect additional customers, merely wanting to provide outdoor dining to be competitive in the market. The Board explained their concern with the noise in a residential neighborhood and suggested there would be time constraints as part of an approval. Mr. Roth said starting Labor day he plans to provide dinner service until 9:00 PM and start moving diners inside by 10:00 PM. The Board would like the deck closed by 9:30 or 10:00 PM. The Commissioners ask that he come back to the Board and provide a detailed plot plan showing the deck location relative to required setbacks and actual parking spaces.
Mr. Roth thanked the Commissioners for their time and providing information on the process to get his plan moving forward.
MINUTES
Motion by Commissioner Baus,seconded by Commissioner Bartmanto approve the July 2, 2012 Board of Commissioners meeting minutes. Motion carried.
FINANCIAL REPORTS
Treasurer Herb submitted the Treasurer’s Report including balance sheet and trial balances for the month of June 2012. There were no comments from the Board.
Vice President Spadeacknowledged submission of the Customer Balance Summary and Deposit Detail Report then read a list of the payment of bills from the following Township funds for approval:
General Fund Expenses7/2/12 - 7/16/12$ 39,233.83
Payroll Fund Expenses7/6/12 42,856.97
Street Light Fund Expenses7/16/1 47.13
Recycling Fund Expenses7/16/12 212.40
Health Reimbursement Fund Expenses7/16/12 398.00
Motion byCommissioner Ritterseconded by CommissionerBartmanto pay the listed bills from the funds mentioned above. Motion carried. Vice President Spadeacknowledged the submission of the Profit & Loss Budget vs. Actual General Fund statement. The Statement was available to the public for review.
POLICE REPORT
Police Chief Schott read the June 2012 police report as follows:
Colebrookdale Township 617Vehicle Arrests72
Borough of Bechtelsville 188Criminal Arrests18
Assists to Others 41Traffic Violation Warnings28
TOTAL Incidents 846
Fourteen motor vehicle accidents were investigated and 6,234 miles were patrolled during June 2012. There were no questions on the report from the Commissioners.
Chief Schott informed the Commissioners that the new Impala has been repaired. When the vehicle was sent back to TRM from Quigley it was found that an add-on electronic system part was defective from the factory. It was under warranty and was replaced at no additional charge.
The Commissioners inquired if the newly hired secretary started working. Chief Schott said she started yesterday and all is working out fine.
ROADMASTER REPORT
Nothing submitted at this time.
CODE ENFORCEMENT OFFICER’S REPORT
The following Zoning Permit applications were submitted for review:
- Kyle & Jill Diffendenfer, 4 Elaine Dr. – install a fence
- John W. Endy, 26 Chestnut La. – install above ground pool and deck
- Shane Leva, 66 Villa Ave. – install above ground pool
There were no comments from the Board.
CEO Stauffer was asked to inspect the progress on the clean up of a property in Brookview development. There is also a commercial property at the rear entrance to Walmart that is severely overgrown with what appears to be abandoned vehicles. CEO Stauffer said the outside of the property in Brookview is mostly cleared and cleaned up. There are additional repairs to be done to the exterior and interior of the house and it is being addressed. He will inspect the commercial property near Walmart.
SEO REPORT
Berks County Conservation District submitted a letter confirmingthe Leffel Stream Discharge General Permit registration. Manager Conrad noted this gives them authorization to proceed with the installation.
PLUMBING INSPECTOR’S REPORT – Nothing to report at this time.
SOLICITOR’S REPORT
The Township received a letter and draft ordinance from Berks County Planning Commission (BCPC) concerning the MS4 NPDES Permit Application for the next 5-year permit. The application is due on September 9, 2012 and is an EPA Federally mandated permit implemented through the Pennsylvania Department of Environmental Protection.
Solicitor Karver explained that with the Berks County MS4 Steering Committee, consisting of municipal representatives along with the County and the Conservation District, a formal partnership with be established with the Berks County Cooperative Education Program (BCCEP). The submitted Intergovernmental Agreement and Ordinance detail the establishment of the Steering Committee and the BCCEP. The BCCEP will, for each of the municipalities that join, cover all of the educational requirements for the new MS4 Permits. This includes Public Participation and Public Involvement along with Municipal, Business, Developer, Resident and School education requirements.
The cost of participation will be a total of $3,000 for the 5-year Permit, $1,000 for the first year and $500 for each of the 4 years thereafter. Solicitor Karver will contact BCPC to confirm there will not be additional costs.
The Commissioners discussed the proposal with Engineer Lowrie. The BCPC noted the ever increasing costs associated with new requirements and in the past they have absorbed those costs. It now becomes necessary to share the costs and by having at least 20 municipalities participate, the benefits are achieved at a very reasonable cost. They request confirmation by July 27th of the Townships intent to join into the BCCEP. Solicitor Karver informed the Board of Commissioners that the Township has been fully reimbursed for the gasoline theft involving Liberty Fire Company.
ENGINEER’S REPORT
Engineer Lowrie updated the Commissioners as to the progress of the GP-11 permit submissions for both Englesville Road projects. She expects the permits to be back within three weeks, possibly sooner for the culvert replacement near Mill Street.
Solicitor Karver asked when the newest change order will be submitto the Board for approval. The next Commissioner’s meeting is in three weeks and it will take time for materials to be ordered and delivered. He also asked the amount of the change order and Engineer Lowrie said it will be ~$6,800 additional. Solicitor Karver asked Engineer Lowrie to get the firm amount to Manager Conrad as soon as possible. The Commissioners should give a verbal approval by phone and the contactor can then get the ordering completed. The approval can then be ratified at the August 6th Board of Commissioners meeting.
The Township received Gilmore & Associates’ July invoice today therefore it was not included in the bills list above. Manager Conrad requested approval to pay the invoice. Commissioner Baus questioned the charge for Fred Beans Ford Building Expansion. Manager Conrad noted that the amount will be deducted from their escrow account. There was a motion by Commissioner Ritter, seconded by Commissioner Baus to pay the Gilmore & Associate July invoice of $745.80. Yes votes – Commissioners Spade, Baus and Ritter. No votes - Commissioner Bartman. Motion carried.
COMMISSIONERS’ REPORT
No comments at this time.
MANAGER’S REPORT
Manager Conrad informed the Commissioners Ridge Support Services completed the quarterly review of the computers in the Township building with only minor issues needing attention. The tech informed her that Microsoft will stop support for the Windows XP operating system by the end of 2013. Therefore, funds should be put into the budget to upgrade seven(7) PC’s to Windows 7 before support ends. Ridge Support quoted a price of $800 per PC. A brochure was received from Dell offering PC’s for $629 each. The Board discussed buying three (3) PCs this year and the remainder in 2013. There was a motion by Commissioner Baus, seconded by Linwood Bartman to authorize Manager Conrad to order three (3) PCsto replace older units now for the Manager, the Police Secretary and the Police Officer’s office and the four (4) others in the next budget year. Motion carried. Manager Conrad will place the order and arrange to have Ridge Support set up the systems and transfer the software from the older units onto the new.
Manager Conrad submitted a note received from Senator Schwank’s office with a copy of a letter sent to them from PennDOT concerning the school warning device (SWD) requested for Second Street at the Boyertown Elementary School. PennDOT explained the process and need for the AutoCAD drawing. Manager Conrad received a quote of $5,123.50 from All County & Associates to complete that drawing. Upon receipt of the drawing, PennDOT will prepare, at no cost to the Township, a SWD condition diagram which will serve as part of the SWD permit and can be used by the Township for bidding purposes.
Manager Conrad has received financial commitments from the school district for 50% of the costs and from Douglass Township/Montgomery County for 25%. The costs for the bidding process would be shared at the same percentages. The Commissioner advised Manager Conrad to arrange for the school district and Douglass/Montgomery to handle the bidding process. Motion by Commissioner Ritter, seconded by Commissioner Spade to authorize Manager Conrad to have All County & Associates complete the AutoCAD drawing at the cost of $5,123.50, submit it to PennDOT, pay the total costs and invoice the Boyertown School District and Douglass Township, Montgomery County for their share of the costs. Motion carried.
COMMITTEE REPORT
Nothing submitted at this time.
OLD BUSINESS - There was no old business to discuss at this time.
SUBDIVISIONS Plan Status
Royer/County Line Road–Final – July 15, 2011 All County & Associates submitted an application, plan and waiver request letter. December 19, 2011 the Board of Commissioners approved all recommended waivers and Resolution #12-3-11 the Conditional Final Plan Approval.
January 16, 2012 Township approved executionof the unrestricted traffic impact fee agreement and Maintenance Agreement. March 29, 2012 theTownship received a conditional approval letter from BMMA. May 1, 2012 G&A emailed approval for a building permit and the applicant submitted an application to construct a 40’ x 80’ pole building. May 7, 2012 the Commissioners instructed CEO Stauffer to issue a building permit to begin construction of the pole building. No new correspondence received or items discussed.
NEW BUSINESS - Nothing submitted.
COMMUNICATIONS
Allcommunications received, since July 2, 2012,are included in the Commissioner’s books. All correspondence was available for review by the public.
PUBLIC PARTICIPATION (NOT SIGNED IN)
No one addressed the Board at this time.
Vice President Spade announced that the Commissioners and Manager Conrad will meet in Executive Session to discuss a personnel issue and will not reconvene.
ADJOURNMENT
There being no other business to come before the Board there was a motion byCommissioner Bausseconded by Commissioner Bartmanthat the meeting be adjourned. Motion carried. Votes on motions were unanimous unless stated otherwise.
The meeting adjourned at 8:50 pm.
Respectfully submitted,
Jeannie DiSante,
Township Secretary