Board of Commissioners

March 7, 2016 Meeting Minutes - 6 -

COLEBROOKDALE TOWNSHIP

BOARD OF COMMISSIONERS

MEETING MINUTES OF March 7, 2016

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 Linwood Bartman, and Commissioner Rudy Rivera. Also present were Township Manager Cindy Conrad, CEO/Zoning Officer Paul Labe, Roadmaster Mike Hillegas, Police Chief David Viola, Solicitor Jeffrey Karver and Township Engineer John Sartor.

PUBLIC PARTICIPATION

Cliff Harze submitted details of the conference call held on February 29th with the Department of Agriculture and the continued work to eradicate the spotted lanternfly. Funding is being provided by a Farm Bill and through the USDA. Letters have been sent to lumber and landscape businesses and compliance agreements have been executed with a number of companies. Township residents can continue to use the Hopewell yard-waste drop-off location.

MINUTES

The February 16, 2016 Board of Commissioners Meeting minutes were presented to the Board for their review and approval. On a motion by Commissioner Spade, seconded by Commissioner Rivera, the February 16, 2016 Board of Commissioners meeting minutes were approved as presented. Motion carried.

FINANCIAL REPORTS

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 3/7/16 $77,898.16

Payroll Expense 2/13/7 44,199.64

Street Light Fund Expense 3/7/16 1,244.61

Recycling Fund Expense 3/7/16 4,816.50

HRA Fund Expense 3/7/16 5,164.83

On a motion by Commissioner Ritter, seconded by Commissioner Bartman, 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

Bechtelsville / Colebrookdale
Total Criminal Arrests: / 0 / 12
Total Vehicle Arrests: / 9 / 42
Total Written Warnings: / 4 / 18
Total Assists: / 0 / 16
Total Accidents: / 1 / 9
Total Parking Tickets / 0 / 0
Total Incidents (calls) for the Month: / 103 / 611

Total vehicle mileage for the month of February is 5,481.

Police Chief Viola read a letter of thanks from the Boyertown Jr. High School for the help Officer Hanna and Officer Merry are in that facility.

Chief Viola requested approval to promote Officer Ellis to the position of Corporal. There was a motion by Commissioner Spade, seconded by Commissioner Ritter to promote Officer Matthew Ellis to Corporal effective this day, March 7, 2016. Motion carried. Chief Viola presented Officer Ellis with his official Corporal badge.

ROAD MASTER REPORT

Road Master Hillegas requested approval to order 800 ton of salt for the 2016-2017 winter season through the COSTARS program. This is the same amount as request on the previous contract and the Township used 60% the past season. There was a motion by Commissioner Spade, seconded by Commissioner Bartman to sign the State COSTARS contract to order 800 ton of salt. Motion carried.

Road Master Hillegas presented the 2016 Road Projects proposal for review and approval. The Commissioners discussed the proposed work and costs for Spring Garden Drive, Henry Avenue, Second Street and Township Line Road. Manager Conrad told the Commissioners that Charlie Paris will meet with the Road Master this coming Friday to set up the projects if the Board approves. There was a motion by Commissioner Ritter, seconded by Commissioner Spade to authorize advertising the 2016 Road Projects bids. Motion carried.

There have been some stormwater management issues on Cricket Avenue effecting homes on Groff Road. Road Master Hillegas and Engineer Sartor inspected the basin and it is in good condition. It appears that with the recent extreme rain storm the inlet box grate became clogged and the water run-off couldn’t get into the pipe to the basin and overflowed around it to Groff Road. The Road Master will see that the catch basin stays maintained and the inlet grate is clear.

The Road Master told the Commissioners that Boyertown Borough’s sweeper was damaged in a road crash and is not repairable. At the next Borough meeting their Board will decided on renting a sweeper as needed. He explained that the road crew could share a weekly rental with the Borough and only needs to use it three days. Manager Conrad explained that the Township is required to sweep in accordance with MS4 requirements. The Commissioners tabled the discussion until the Borough makes their decision.

CODE ENFORCEMENT OFFICER’S REPORT

CEO Labe addressed the Commissioners discussing the February 2016 report and zoning issues. At 28 Henry Avenue the owner was previously sited under property maintenance violations and he paid the fine. CEO Labe will now send him a zoning violation for junk and unregistered vehicles on the property. CEO Labe sent a violation notice to 34 Elaine Drive for accumulation of debris and junk on the property and met with the owner. A warning letter was sent by former CEO Stauffer to 462 Englesville Road to clean up their property or face a zoning violation notice. CEO Labe conducted a site visit and received a call from the owner and he will work to bring the property into compliance. There was a previous complaint concerning trash in front of 90 Eisenhower Road. A site visit was conducted and the property is no longer in violation.

There was a discussion concerning a property on W. Philadelphia Avenue that is located in a flood plain. There is a mobile home in disrepair and an addition and deck were constructed without permits. It appears to be a vacant rental property. The Commissioners and CEO discussed the issues and sending a notice to repair the addition to comply with the Township property maintenance code or have the structure removed.

Concerning the stormwater complaint at 626 Englesville Road that was discussed at previous meetings, CEO Labe researched the plans and believes this is not a Township concern rather an issue between property owners.

There has been a complaint about chickens at 38 Elaine Drive. The Ordinance states the property size must be a ½ acre minimum. CEO Labe will send the property owner a notice.

The following applications were submitted for review:

- Building Permit application - 719 E. 5th St. - install deck

- Building & Zoning Permit application - 354 Indian La. - install solar panels

- Zoning Permit Application - 7 Alans Lane - install fence

- Street Opening Permit - 112 Village Drive

The Commissioners discussed the process of submitting permit applications for review. The Board asks to see the building permit application before the permit is issued in order to prevent misinterpretations of the codes. The process shall be that the Township Manager will get the application to the CEO for review. The application will then come back to the Manager for submission to the Commissioners at their next scheduled meeting for their review and approval. Once approved, the Manager will contact the applicant and issue the permit to them.

CEO Labe submitted a copy of the 2009 International Property Maintenance Code book explaining it is more inclusive and enforceable and better for the courts to deal with the violations rather than using the zoning ordinance for property violations. He said the Township should consider adopting Chapters 1-3 as the other chapters deal with plumbing, lighting and electrical not often used. There is a 2015 version in his office. The Commissioners asked that a 2015 copy be sent to them prior to next meeting for their review.

Commissioner Bartman asked CEO Labe if he could meet with the residents for their permit applications at the Township building prior to the Commissioner’s meetings. CEO Labe said typically the residents call his office and he is at the Township building office each Monday from 2:00 – 4:00 pm.

SEO REPORT

Submitted for the Commissioner’s information is the 2015 Reimbursement Application for enforcing the sewage facilities act. The Township is required to complete and submit the application and report even though reimbursement has not been received for many years. The amount requested for reimbursement is $2,140.00.

SEO Labe submitted the February 2016 SEO Report noting that the design for the replacement system at 130 Sawmill Road is not finished

PLUMBING, HEATING, HVAC INSPECTOR’S REPORT – Nothing submitted at this time.

SOLICITOR’S REPORT

Solicitor Karver provided the Board with a letter concerning the D. James matter and asked the Commissioners how they wish to proceed. The Board discussed the issues and there was a motion by Commissioner Ritter, seconded by Commissioner Rivera to authorize Solicitor Karver to proceed to have this matter listed and heard by the Court. Commissioner Bartman abstained. Motion carried.

The Township received a mortgage foreclosure notice from Berks County on 1530 Orchard Lane. The Sheriff sale is scheduled for April 8, 2016. Solicitor Karver reminded the Commissioners that there are two liens on this property.

ENGINEER’S REPORT

Engineer Sartor informed the Commissioners that he and Solicitor Karver each received a letter from Attorney Paul Ober concerning Rod Christel. They will review the letter and have a report for the Commissioners at the next meeting.

COMMISSIONERS’ REPORT

President Gamler asked the Board for opinions as to the handling of the CEO vehicle. He looked it over and drove it and the transmission is not shifting property. The check engine light is on and other warning lights. The Board discussed the cost of keeping the vehicle or putting it up for auction and noted that if Township personnel need to drive to do Township work there is an ordinance in place for reimbursement for mileage. There was a motion by Commissioner Spade, seconded by Commissioner Bartman to authorize putting the retired CEO’s 2003 Ford Explorer on Municibid website at a minimum bid of $1800.00. Motion carried.

MANAGER’S REPORT

Manager Conrad gave the Commissioners a letter received from Senator Mensch notifying PennDOT that his office endorses the guide rail request submitted by the Township for the intersection of Rt. 73 and N. Funk Road.

The Manager submitted for approval Resolution No. 3-01-16 the revised 2016 Fee Schedule. There was a motion by Commissioner Spade, seconded by Commissioner Rivera to approve Resolution No. 3-01-16 the revised 2016 Fee Schedule. Motion carried.

The Manager submitted the Emergency Management Council meeting minutes of February 25, 2016 noting that two appointments are needed. Jason Wood is willing and available to serve as the Deputy Emergency Management Coordinator to replace William Spade. Chad Davis, from the Township road crew, is willing and available to serve as a representative to the Council for Colebrookdale Township to replace Bruce Sands.

There was a motion by Commissioner Ritter, seconded by Commissioner Rivera to appoint Jason Wood as the Deputy Emergency Management Coordinator. Motion carried. There was a motion by Commissioner Spade, seconded by Commissioner Bartman to appoint Chad David as the Representative to the Council for Colebrookdale Township. Motion carried.

A letter was received at the Township from Ludgate Engineering concerning a gas pipeline realignment at the bridge over Swamp Creek on County Line Road. This due to the replacement of the existing bridge. There were no comments.

The Township received the Liquid Fuels Audit report for 2014. There were no comments.

Manager Conrad submitted price quotes for purchasing five lateral file cabinets for the Township building front office. The best price is $200/each for used cabinets in excellent condition with a delivery and set-up fee of $156.00. There are funds available in the budget for this purchase as part of the upgrading of the Township offices. There was a motion by Commissioner Spade, seconded by Commissioner Ritter to approve the purchase of the used file cabinets at the costs stated. Motion carried.

Manager Conrad submitted a price quote to replace the old desks and printer cabinets in the Secretary’s office and Manager’s office and add a conference table for the front office at a cost of $1,492.18. A delivery charge is extra however the salesman didn’t have that charge available prior to the meeting because he needed to take off most of the items from the original quote. There was a motion by Commissioner Ritter, seconded by Commissioner Spade to authorize the purchase of the office furniture not to exceed $1700.00 including delivery and set up. Motion carried.

The Ladies Auxiliary of Liberty Fire Company submitted a request to use the Liberty Park pavilion Saturday May 14, 2016 for their annual yard sale fundraiser and requested a waiver of the rental fee. There was a motion by Commissioner Spade, seconded by Commissioner Rivera to waive the Liberty Park rental fee for the Ladies Auxiliary. Motion carried.

Manager Conrad received a letter from Attorney Garner notifying the Township of a Zoning Hearing to be held March 31st at 7:30 pm for 704 S. Reading Avenue. If the Commissioners have any comments she will prepare a letter for the zoning hearing board. The Board discussed statements made concerning work completed based on prior permission from the Township through issued permits. The Commissioners asked the Manager to research the permits that were issued and the meeting minutes for a time-line when the Board instructed the CEO not to issue permits. The Board will discuss the hearing at their next meeting.