Board of Commissioners
October 7, 2013 Meeting Minutes - 6 -
COLEBROOKDALE TOWNSHIP
BOARD OF COMMISSIONERS
MEETING MINUTES OF OCTOBER 7, 2013
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 President Todd Gamler at 7:35 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), Barry Baus, Linwood Bartman and Dan Ritter. Also present were Township Manager Cindy Conrad, Township Solicitor Jeffrey Karver, CEO/Zoning Officer Allen Stauffer and Police Chief David Viola. The Township Engineer was excused from the meeting.
PUBLIC PARTICIPATION
None at this time.
MINUTES
The September 16, 2013 Board of Commissioners Meeting minutes were presented to the Board for their review and approval. On a motion by Commissioner Spade, seconded by Commissioner Baus, the September 16, 2013 Board of Commissioner Meeting minutes were approved as presented. Motion carried.
FINANCIAL REPORTS
Township Manager Cindy Conrad submitted the Bill List for payment for the bills due on October 7, 2013. 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:
Customer Balance Summary 10/7/2013 $30,765.93
Deposit Detail Report 9/16/13 – 10/4/13
Payment of Bills:
General Fund Expenses 9/17/13 – 10/4/13 $134,576.69
Payroll Fund Expenses 9/27/13 $36,199.30
Street Light Fund Expenses 10/7/13 $1,186.86
Recycling Fund Expenses 10/7/13 $6,318.00
Health Reimbursement Fund Expenses 10/7/13 $990.99
Police Project Fund Expenses 10/7/13 $1,259.98
Motion by Commissioner Ritter, seconded by Commissioner Spade to pay the listed bills from the fund mentioned above. President Gamler stated that the amount of bills to be paid was higher than usual due to the fact that the Foreign Fire Relief and Pension Payments were included in this total. Motion carried.
President Gamler noted the submission of the Profit & Loss Budget vs. Actual General Fund statement. The statement was available to the public for review.
POLICE REPORT
The Police Report was read by Chief Viola for the month of September:
Bechtelsville Monthly report (September): Colebrookdale Monthly report (September):
-Total Criminal Arrests: 3 -Total Criminal Arrests: 6
-Total Traffic Arrests: 14 -Total Traffic Arrests: 60
-Total Written Warnings: 4 -Total Written Warnings: 13
-Total Accidents: 0 -Total Accidents: 13
Total miles patrolled for the month of September: 5,468
The Chief provided a report to the Board mentioning the following items:
A Donation was received for $3,600 for the purchase of new shotguns for the police department. A DUI Checkpoint was conducted along with the Boyertown Police Department on September 27 in conjunction with the North Central Highway Safety Network at two locations. All Officers have been qualified with their issued firearms.
The Police Chief also requested to have a substitute crossing guard for when the appointed crossing guard is on vacation. Kathleen Hanna has expressed an interest in working as a substitute for the Crossing Guard. On a motion by Commissioner Bartman, seconded by Commissioner Spade, Kathleen Hanna is appointed to serve as the substitute Crossing Guard and is to be paid at a rate of $15.00 per hour. Motion carried.
ROAD MASTER REPORT
The Roadmaster provided a job application for a part-time seasonal employee for the Board’s approval. Dennis Weller is willing to work on a part-time seasonal basis (extra snow removal help) for the Township. Mr. Weller does have a CDL License. On a motion by Commissioner Spade, seconded by Commissioner Ritter, Dennis Weller is hired to work as a part-time seasonal road crew employee. Commissioner Bartman asked about the pre-employment testing requirement and the Township Manager informed him that they would need to be placed on the Township’s roster of CDL Employees. Motion carried.
CODE ENFORCEMENT OFFICER’S REPORT
Allen Stauffer presented the following issued permits to the Board of Commissioners:
The following Zoning Permit Applications were received:
52 Henry Avenue (Placement of Pre-fab Shed on Property)
The following Building Permit Application was received:
48 Red Oak Drive (Construction of Deck)
CEO Stauffer sent a warning letter to a resident concerning their dog defecating on other neighbors’ properties. Commission Bartman asked why the letter was sent to the property owner and not the owner of the dog. After a brief discussion, the CEO was instructed to issue a letter to the dog owner.
CEO Stauffer informed the Board that the Township received information from BMMA. These items were listed later on the agenda. A detailed plan was shown to the Board regarding the improvements which will be completed within the next two to three years. PA DEP sent BMMA a letter with items to be corrected and resubmitted. There was a discussion regarding the project and what BMMA is working on to correct the problems. A resolution has been prepared and BMMA would recommend the Township approve this Resolution, along with a letter signed by the Township Manager, to be sent to PA DEP to address the comments in PA DEP’s review letter. On a motion by Commissioner Bartman, seconded by Commissioner Spade, Resolution 10-1-2013 and the letter to be sent to PA DEP is approved as presented. There being no other discussion, the motion is carried.
SEO REPORT
Nothing to report at this time.
PLUMBING INSPECTOR’S REPORT
Nothing to report at this time.
SOLICITOR’S REPORT
The Township Solicitor provided the Township with a copy of a letter that was sent to James Brothers Builders regarding the easement in the area of the John Bergan property. Solicitor Karver mentioned that he tried calling James Brothers Builders twice but did not get a response, so he sent a letter. The tree discussed previously has been removed and an invoice issued to Mr. Bergan for ½ of the total cost.
The Township Solicitor also informed the Board of Commissioners that it appears the property owned by Bagdis & Royce has been sold. The Board would have to start enforcement with the new owner. The Board of Commissioners asked the CEO to call the new owner to see if he is the correct owner of the property and if he would voluntarily take down the unsafe portion of the building.
ENGINEER’S REPORT
Nothing to report at this time.
COMMISSIONERS’ REPORT
Nothing to report at this time.
MANAGER’S REPORT
The Township received the Volunteer Fire Relief Association 2013 Allocation from the Commonwealth of Pennsylvania in the amount of $39,363.39. The payment was prepared for approval and was included in the bill list of 10/7/2013. On a motion by Commissioner Ritter, seconded by Commissioner Bartman, the payment in the amount of $39,363.39 to the Liberty Fire Company Relief Association is approved. Commissioner Baus questioned what would happen to this payment next year if there is a merger of the Fire Companies. President Gamler explained that it would remain a payment since the Township does not keep any of these funds. Motion carried.
The Township received the General Municipal Pension System State Aid from the Commonwealth of Pennsylvania in the amount of $37,408.56. The payment to the Pension Plans must be made in October. A payment in the amount of $46,982.00 is provided for the Uniform Pension plan and there will be no payment for the Non-Uniform Pension Plan. These amounts were approved in September of 2012 on the 2013 Municipal Minimum Obligations. On a motion by Commissioner Spade, seconded by Commissioner Ritter, a payment of $46,982.00 is approved for the Uniform Pension Plan. There was no other comment. Motion carried.
The Township received the 2014 Animal Rescue League agreement for approval by the Board of Commissioners. The donation of $1,000 for 2014 is also requested. The donation will be placed in the Township budget for payment in 2014. On a motion by Commissioner Spade, seconded by Commissioner Baus, the 2014 Animal Rescue League Agreement is approved as presented. There was no public comment. Motion carried.
The Township received the Certification of Uncollected Real Estate Taxes from Joan Herb, Tax Collector for their review.
The Township Manager requested permission for Allen Stauffer, all members of the road crew as well as herself, is permitted to attend the MS4 Education Meeting on October 18, 2013 from 8:00 am – 12:00pm. Because they are all members of the Berks County MS4 Steering Committee, there will be no cost for attendance. The Board of Commissioners have no problem with the employees attending provided someone is available to cover in the Township office.
The Township Manager placed the estimate for the Programable Thermostats on the agenda at the request of one of the Commissioners. Due to the possible changes to the building and perhaps the heating system, this was tabled at this time.
The Township Manager also placed the Generator Maintenance agreement on the Board’s Agenda. The Board discussed this agreement. On a motion by Commissioner Bartman, seconded by Commissioner Spade, the Annual Generator Preventative Maintenance Agreement in the amount of $210.00 is approved as submitted. There was no other public comment. Motion carried.
The Township received an e-mail from the Berks County, Office of the Controller, with the Financial Statements for the year ended December 31, 2012 for the Magisterial District Court 23-3-02.
The Township received a payment for $240.53 from the Berks County Tax Claim Bureau along with the letter explaining the payment for a property located on Elaine Drive.
The Township received a copy of a letter from the Berks County Conservation District to PDM Property Management (Gateway Ticketing). This will be placed in the Land Development file.
The Township received a letter requesting Fire Police from Liberty Fire Company. Fire Police are requested for the 2013 Pickfest at Frecon Orchards. On a motion by Commissioner Ritter, seconded by Commissioner Spade, the Fire Police for the 2013 Pickfest at Frecon Orchards are approved. There was no public comment. Motion carried.
The Township Engineer informed the Township Manager that an inspection of the stormwater facilities are required at the Fred Beans Body Shop. It has been three years since they have been completed and according to the agreement with the Township, an inspection of the system is required in a minimum of three years. The Township Manager spoke with Mr. Malloy of Fred Beans and informed him that the Township Engineer will need to inspect the facilities. Mr. Malloy is fine with the inspection and will pay for the time of the inspection. On a motion by Commissioner Bartman, seconded by Commissioner Ritter, the Township Engineer is to inspect the stormwater facilities at the Fred Beans Body Shop. There was no other comment. Motion carried.
The Township received a letter from Mr. Timothy Woodrow, of Woodrow and Associates, requesting a waiver of Land Development for the Fred Beans Ford Showroom Expansion Project. Fred Beans Ford received Zoning Relief from the Zoning Hearing Board for the encroachment into the Front Yard Setback on November 15, 2012. In 2011, Quigley Dodge received a waiver from Land Development for expanding their showroom. The Board of Commissioners discussed the items they would like completed. On a motion by Commissioner Spade, seconded by Commissioner Ritter, the waiver of land development plan submission and review process is approved with the following conditions:
1) Fred Beans Ford must submit a new site plan to the Township showing the property with its existing buildings, parking areas, driveways, etc., and illustrating the addition to the existing structure and documenting the setbacks of the expanded showroom area. The submission need not contain all of the signature blocks, etc. that accompanies a formal subdivision submission, as the plan is for the internal use and reference of the Township, only.
2) The parking area must be addressed with the Township CEO and Manager.
3) Before construction commences, Fred Beans Ford will need to submit an application for, and obtain, a commercial building permit and will need to pay all applicable application, review, and inspection fees associated with that permit.
Motion carried.
COMMITTEE REPORT
The Township received the September 19, 2013 Boyertown Area Fire & Rescue meeting minutes. A copy of the signed BAF&R Bylaws were received. A BAF&R Meeting Agenda for October 7, 2013 was received. President Gamler briefly discussed the bylaws with the Board of Commissioners.
The Township received the meeting minutes from August 26, 2013 from Berks-Montgomery Municipal Authority.
OLD BUSINESS
This item was discussed under the CEO Report.
SUBDIVISIONS
Nothing submitted at this time.
NEW BUSINESS
The Township received a draft copy of the Joint Consolidated Plan for 2014-2018 from the Berks County Community Development Office. A public hearing will be held on October 31 at 12:00 pm in the County Commissioner’s Board Room.
COMMUNICATIONS
Letter from Rolling Hills Landfill Advisory Council in regards to the disposition of funds from the DCSWA to use for “urban” environmental projects in Colebrookdale Township.
Letter from Comcast Cable in regards to providing free internet services to Colebrookdale Township schools and libraries.
Invitation to Berks Municipal Partnership Breakfast on October 25th.
Letter from Berks County Solid Waste in regards to their intent to submit a non-substantial plan revision to the PA Dept. of Environmental Protection.
Berks County Conservation District letter in regards to Rout 73 timber harvest.
Boyertown Area YMCA November 14, 2013 Hall of Honor Event invitation.
Windows on Wheels Fall 2013 Newsletter.
Sample Ballot from Berks County Board of Elections.
Copy of a letter from PADEP, sent to Joan Jeffries of the Rolling Hills Landfill Advisory Council.
President Gamler informed the Board of Commissioners that the Police Committee, Commissioner Spade and himself, met with the Borough of Bechtelsville to review the 2014 contract agreement. They were satisfied with the service and were informed what items were increased in the past year’s budget.
PUBLIC PARTICIPATION (NOT SIGNED IN)
There was no public participation.
President Gamler announced that there will be an executive session after the meeting to discuss a personnel issue. The Board will not reconvene.
ADJOURNMENT
There being no other business to come before the Board, there was a motion by Commissioner Spade and seconded by Commissioner Baus that the meeting be adjourned. Motion carried.
This meeting adjourned at 8:30 pm.
Respectfully submitted,
Cindy J. Conrad
Township Manager