Board of Commissioners

January 17, 2017 Meeting Minutes - 4 -

COLEBROOKDALE TOWNSHIP

BOARD OF COMMISSIONERS

MEETING MINUTES OF January 17, 2017

The regular meeting of the Board of Commissioners of Colebrookdale Township was held on the above date at the Township Building. President Todd Gamler called the meeting to order at 7:30 PM with all present joining in the Pledge of Allegiance to the Flag.

The following Commissioners were present: Todd Gamler (President), William Spade (Vice-President), Commissioner Daniel Ritter, Commissioner Rudy Rivera and Commissioner Linwood Bartman. Also present were Manager Cindy Conrad, CEO Paul Labe, Tax Collector/Treasurer Joan Herb, Road Master Michael Hillegas, Police Chief David Viola and Solicitor Jeffrey Karver. Engineer John Sartor was excused from attending the meeting.

PUBLIC PARTICIPATION

No one addressed the Board of Commissioners at this time.

MINUTES

The January 3, 2017 Board of Commissioners meeting minutes were presented to the Board for their review and approval. On a motion by Commissioner Spade, seconded by Commissioner Bartman, the January 3, 2017 Board of Commissioners meeting minutes are approved. Motion carried.

FINANCIAL REPORTS

Tax Collector/Treasure Joan Herb submitted the Treasurer’s Report for December 2016. There were no comments from the Board. President Gamler acknowledged 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 Expense 1/17/17 $ 48,728.50

Payroll Expense 1/13/17 46,264.74

Street Light Fund Expense 1/17/17 1,175.55

Recycling Fund Expense 1/17/17 1,000.00

HRA Fund Expense 1/17/17 1,195.03

On a motion by Commissioner Ritter, seconded by Commissioner Spade, approval was given for the payment of the submitted bills. Motion carried.

President Gamler acknowledged submission of the Profit & Loss Budget vs. Actual General Fund statement. The statement was available to the public for review.

POLICE REPORT

Chief Viola submitted the 2015 year-end citation report for comparison to the 2016 report noting there were improvements from a few officers however they can work toward better performances.

Chief Viola informed the Commissioners that Gabelsville Athletic Association made a donation to the police department and he asked the Manager to deposit it into the Police Projects Fund. Commissioner Gamler asked if the funds are earmarked for anything in particular and Chief Viola told the Board nothing specific right now. Chief Viola was asked when he is scheduled to purchase the next patrol vehicle. He said he is starting to get prices now.

ROAD MASTER REPORT

The Road Master submitted his work detail reports for the weeks of 1/2, 1/9 & 1/16/17.

Road Master Hillegas reported he received no complaints during the two recent ice storms and asked if the Commissioners heard complaints. Commissioner Gamler noted the Township Manager submitted an email complaint received from the Cleaver School Road resident who is the last property on that road. He understands since the section before her is not paved it is difficult to put salt down as it creates a soft, muddy surface all winter. Road Master said he can put cinders down to help and last year the Township put stone down and the road crew does grade it every year. The homeowner would like the Township to pave the road up to her property. The Commissioners asked the Manager to research if there was a planned subdivision for that road in the early 90’s.

Road Master Hillegas told the Board the old barn has been taken down and fill soil compacted over the area. The contractor will come back in the spring and put down top soil. The Road Master confirmed approval to do this with the Manager. The Commissioners concurred.

The Road Master and Manager discussed with the Commissioners the meeting they attended with PennDOT on the Powder Mill Hollow Road bridge project. The contract was awarded to Barwis Construction and will be starting on January 23rd. The Contractor’s anticipated start date for the job will be February 6th. The road closure is anticipated to be in the middle of March and remain closed until May 5th. The Manager submitted a draft letter to send to the residents informing them of the time line. The Commissioners concurred approval to send the letter.

CODE ENFORCEMENT OFFICER’S REPORT

CEO Labe asked the Commissioners for direction for issuing a violation notice to the owners of 1124 Weisstown Road concerning operating a business in the home and tractor trailer deliveries causing the breakup of the road. The Board discussed this with the Solicitor. The owner is in violation of the Zoning Ordinance and needs a variance to operate a business in his home. There was a motion by Commissioner Rivera, seconded by Commissioner Ritter to authorize CEO Labe to send a notice of violation to the owner. Motion carried.

Concerning 34 Elaine Drive, Solicitor Karver noted that judgement was set at a hearing on January 9th, 2017 against the property owner for $12,525.90 and the owner has 30 days to appeal.

Concerning 133 Sawmill Road, the owner brought in a Zoning Hearing application without payment of the application fee. CEO Labe contacted the owner asking him to submit the fee and Solicitor Karver contacted the owner’s Attorney. CEO Labe said the owner is outside of the original violation notice and Solicitor Karver said he is then subject to a fine. The Commissioners asked Solicitor Karver to contact the owner’s Attorney one more time. If the fee is not submitted within one week the Township will issue a fine.

CEO Labe submitted a permit application for 311 County Line Road for a complete rebuild of the building that was a stove business destroyed in a fire. CEO Labe said they are adding a second story and he needs to do a zoning review to establish whether land development is required or if it is merely an improvement. Once this issue is clear he will pass the application over to Keystone Municipal Services.

Manager Conrad told the Commissioners she would like to revise the fee schedule to include floodplain reviews by CEO Labe. She suggests that if any stormwater issues are involved with a permit, that LTL Consultants handle the review, issue the residential permit for stormwater and do the inspections. Gilmore & Associate will still handle all other MS4 issues. The Board concurred and asked the Manager to get the fee schedule ready for Board approval.

SEO REPORT

Manager Conrad reminded the Commissioners the Township Ordinance requires septic systems to be pumped every three years and receipts submitted to the Township. SEO Labe said it is part of PA DEP Act 537 Sewage Facilities Plan. The Commissioners discussed the issues involved with implementing the program and tabled the discussion.

SOLICITOR’S REPORT

Solicitor Karver submitted a copy of the District Court Notice of Judgement in the 34 Elaine Drive case noting it was discussed earlier in the meeting.

ENGINEER’S REPORT

Engineer Sartor sent a letter to Berks County Conservation District requesting they copy the Township on any correspondence between the District and Gateway Ticketing Systems concerning the corrective action plan currently under review by the District. Manager Conrad noted Gateway Ticketing is in contact with Hollenbach Construction to get this rectified.

COMMISSIONERS’ REPORT

Commissioner Spade asked the Manager if Lazy K has sent in their annual pump report and whether Martins Stone Quarry is having inspections completed. Manager Conrad said inspections and reports are being submitted to the Township.

Commissioner Rivera asked for an Executive Session to discuss a personnel issue with the Commissioners, Solicitor and Manager.

Commissioner Bartman informed the Board about a leak that occurred in the Township Police offices. The heating pipe split in the front hallway wall and later in the Detective’s office ceiling. Longacre was originally call in, by an officer on duty the night the leak appeared, and couldn’t find the leak. The Manager asked Longacre to stop work and Bartman Plumbing, who is familiar with the heating system, was called in to handle the problem. There is damage to drywall and ceilings. The Board discussed the ceiling repairs and concurred the entire ceiling should be replaced. Manager Conrad reported the damage to the insurance company and the Board asked her to get estimates for repairs. Commissioner Bartman said to tell the contactors to be sure to add enough insulation. Concerning the furnace, the Board discussed replacing it with a propane system and putting it out for bid in the spring.

MANAGER’S REPORT

Manager Conrad informed the Commissioners that due to the recent water emergency in the building, a memo was sent out to all employees with emergency contact phone numbers for Commissioner Bartman and Commissioner Spade who are on the Building Committee.

The Township received from Berks County Conservation District (BCCD) a revised Erosion & Sediment Control Memorandum of Understanding (MOU). Solicitor Karver reviewed the document noting the Township’s approval is required. There was a motion by Commissioner Ritter, seconded by Commissioner Bartman to authorize signing the MOU from BCCD. Motion carried.

The Township received a letter from Berks County regarding the Schlegel Road County-owned bridge repair/replace options. The Commissioners discussed a smaller Township-owned bridge on the same road. Photos of the Township-owned bridge were submitted to the Commissioners. The Manager was instructed to contact Ryan Hunter, Director of Facilities & Operations for the County to relay the Township’s interest in working together on this issue.

The County Solicitor’s office sent an invitation for training on the Right-to-Know Law to be held March 14, 2017. The Manager was asked to attend as she is the Open Records Administrator.

The Manager informed the Commissioners the Township audit begins Monday January 23rd.

COMMITTEE REPORT

Commissioner Gamler noted the Township received BAF&R’s Billing Log 2017, November and December 2016 incidents and their November and December 2016 Treasurer’s Reports. Commissioner Bartman noted that BAF&R has started billing for their services if the victim’s insurance company does not pay.

OLD BUSINESS - There was nothing submitted to the Board at this time.

SUBDIVISIONS/LDPs

Boyertown Area High School revised Final Land Development Plan

Gilmore & Associates completed their final review and recommends the revised plans be signed by the Planning Commission and Board of Commissioners for recording. Re-approval is needed for recording of final revised plans previously approved June 20, 2016. There was a motion by Commissioner Rivera, seconded by Commissioner Spade to reapprove the final land development plan for the Boyertown Area High School. Motion carried.

Engineer Sartor submitted G&A’s third stormwater management review letter for BASD Jr. High West. The applicant has adequately addressed all previous review comments.

NEW BUSINESS - There was nothing submitted to the Board at this time.

COMMUNICATIONS

Commissioner Gamler noted PA L&I is hosting a youth summer recreation job fair and information is available to the public

FYI

Commissioner Gamler announced there will be an Executive Session following the meeting with the Board, Solicitor and Manager to discuss a personnel issue. The Board will not reconvene.

PUBLIC PARTICIPATION - No one addressed the Board at this time.

ADJOURNMENT

There being no other business to come before the Board, Commissioner Ritter made a motion and it was seconded by Commissioner Spade to adjourn the meeting at 8:45 p.m. Motion carried.

Respectfully submitted,

Jeannie DiSante

Township Secretary