Special Meeting, July 26, 2011

The Board of Supervisors conducted a special meeting held on Tuesday July 26, 2011 at 9:00 a.m. Chairwomen Ms. Silvernail called the meeting to order, present were Supervisors Ms. Horan and Ms. Sarbaum, Mr. Drozd Township Accounting Consultant, Mr. MacCombie Township Engineer, and members of the community.

Ms. Silvernail made a motion, seconded by Ms. Horan, to waive the moment of silence and pledge of allegiance. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Ms. Silvernail made a motion, seconded by Ms. Horan, to waive the reading of any previous meetings minutes. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Ms. Silvernail stated the purpose of the meeting is to review the current 2011 budget to determine the health of the general fund and sanitary sewer accounts, to have Larry Maulo give the Township financial statements year ending December 31, 2010 audit results, and any other business that may come before the Board.

Mr. MacCombie stated that he has prepared a sanitary sewer phase 4 construction release #4 for Pact Construction in the amount of $43,321.10 for the Boards consideration.

Ms. Silvernail made a motion, seconded by Ms. Horan, to approve the sanitary sewer construction release #4 to Pact Construction in the amount of $43,321.10 as per Mr. MacCombies recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Mr. MacCombie stated that he has prepared a certificate of completion for the development known as EB Games/Bellaire Business Park escrow release in the amount of $20,460.28 as the sediment basin was inspected and acceptable and trees were planted along the berm of the sediment basin for the Boards consideration.

Ms. Silvernail made a motion, seconded by Ms. Sarbaum, to approve the certificate of completion for EB Games/Bellaire Business Park escrow in the amount of $20,460.28 as per Mr. MacCombies recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Mr. Maulo representing Maulo & Maulo presented the Board with the Sadsbury Township Financial Statements year ending December 31, 2010. Mr. Maulo stated that the audit has a clean opinion and the Township stayed within its budget. While Sadsbury Township stayed in the black, Mr. Maulo stated that many Townships did not do as well. Mr. Maulo discussed the following:

Schedule of Net Assets year ending December 31, 2010 were as follows:

Invested in capital assets $7,966,267
Restricted 1,290,403
Unrestricted 1,282,737
Total Net Assets 10,539,407
Total Liabilities & Net Assets 15,097,940

Sanitary Sewer Operating & Non Operating Revenues year ending December 31, 2010

Operating Revenues 703,685
Operating Expenses 529,078
Operating Income 174,607
Non Operating Revenues
Non Operating revenues expenses 169,216
Change in net assets before contribution 5,391

Mr. Maulo stated that currently the Township has (4) fixed rate loans and (2) variable rate loans with total debt obligations being 4,081,000. Mr. Maulo stated the Board may consider placement of the (2) variable rate loans in fixed rate if interest increases. The debt will be paid off in 2028.

Mr. Maulo stated that the budgeted amounts for the general fund balances budget verses actual were:

Revenues budgeted 1,274,950   Revenues Actual 1,271,365

Expenditures budgeted 1,674,050   Expenditures Actual 1,231,706

Excess revenues over expenditures 39,659

Mr. Maulo stated that there are no management comments for this year as all contracts on cash, billings, reconciliations and administrative is in place and adequate and working well.

Mr. Drozd discussed the current 2011 budget to date as follows:

The earned income tax is higher by $51,600, Local Services taxes are lower by $8,800, transfer taxes are lower by $2,400, and per capita tax is higher by $500. Interest rates are lower than the beginning of the year and bank fees are higher.

Building permits have increased.
Lower advertisement $1,200, lower supplies $1,400, lower insurance $18,700 Higher maintenance and supplies, lower vehicle maintenance.

Snow removal material $4,300 higher than budgeted, repairs $1,100. Gasoline costs and shop supplies were also higher.

Mr. Drozd stated that capital projects listed for 2011 are:

$4,500 camera for the Bert Reel Park
$4,068 access control system
$4,500 new computers
$1,200 network surge protector
$80,000 road work
$5,000 Valk Plow
$6,700 2 way radio in trucks
$38,00 New police vehicle
$5,000 police copier, software storage mobile unit

The Board discussed these items and agreed to place the access control system in the 2012 budget. They discussed new computers for the administrative office and agreed that they need to research the computer options further but agreed that new computer systems are needed. Chief Groce requested that 50% of the currently budgeted amount to replace a police vehicle be placed in the 2012 budget. Chief Groce stated that he applied for a grant but currently there are no grants available. Chief Groce stated that he is working with a representative for the records management company; his current storage system cannot access the state network. The current copy machine is working fine with minor repairs and does not need replaced at this time. Mr. Drozd stated that some money can be used from the capital reserve account to order a new police vehicle this year. Chief Groce stated that if they order a new car now it will take at least (2) months before it is shipped. Chief Groce is not sure if at this time the Township would get a 2011 vehicle or 2012. The Board requested the Chief get more information on the Township purchasing a new vehicle and report back to them.

Mr. Drozd discussed the estimate for the 2011 road resurfacing project; Mr. MacCombie stated that the estimate to repair Hill Top Road is $2,800. The original scope of work was to reconstruct a portion of Friendship Way, repair the bridge approach at Old Mill Road, scratch coat portions of Skiles Road, Hammond Drive, Compass Road, Greenbelt Drive and Timacula Road. The estimated costs to finish Friendship Way are $93,000. The budget allows for $80,000 worth of road resurfacing for 2011. The Board agreed that the radio’s in the trucks and base station budgeted amount of $6,300.00 and the Valk Plow budgeted at $6,700.00 will be placed in the 2012 budget discussions and the monies this year will be used towards road resurfacing. Mr. MacCombie will prepare and advertise the 2011 Road resurfacing project to include finishing Friendship Way, the bridge approach on Old Mill Road and repair Hill Top Drive.

Ms. Sarbaum stated if the Township needed money for the new computers for the administration office, she recalls speaking of a website upgrade that would cost $4,000. Since the site has not been changed, can the money be used for computers. Mr. Drozd stated “yes” a budget transfer could be made.

Mr. Drozd discussed the sanitary sewer budget by stating that income is down from the first and second quarters this year on sanitary sewer payments. Mr. Drozd stated the budget shows a data logger for the Pennsylvania American portion of the flows is placed at the pump station for $1,500. Mr. MacCombie stated that DEP is now requiring a different meter be placed. Mr. MacCombie stated that the pump station has experienced flow issues and he believes it is from Lincoln Crest Mobile Home Park and PJ’s Deli construction issues. Mr. MacCombie stated that upon PJ’s completing the demolition, the basement being open with water flowing into the sewer lateral. He stated that PenDot made the plumber move a pipe and that issued should be resolved soon. Mr. MacCombie stated that the pump station is in need of a new flow meter and meter pit installed at the approximate cost of $45,000.00, the rotating pump impellers replaced for $6,400.00 and a new check valve to cost approximately $7,500.00. Mr. Drozd suggested the sanitary sewer account take a loan from the capital reserve account at 2% interest for a 5 year period. The Board made no decisions but will discuss this issue again at the next budget meeting to be scheduled for September.

Mr. Drozd stated that a possible Township garage will be built approximately 2014 at the costs of $175,000 for the developer and $375,000 for the Township.

Ms. Silvernail suggested having line painting placed in the 2012 budget.

The Board discussed sealing the Township’s parking lot. Mr. MacCombie stated the Township’s parking lot should be maintained and it should be sealed this season and should last approximately 3 years. The Board agreed to have the road crew sealcoat the municipal parking lot.

The Board discussed a Comcast Franchise Negotiations Potential Multi Municipal Representation Franchise Agreement. Ms. Silvernail attended a meeting at West Brandywine with other municipalities and Andrew Rau Attorney for Unruh, Turner, and Burke & Frees. Mr. Rau has successfully negotiated dozens of agreements across Chester County over the past seventeen years with Comcast & Verizon. Mr. Rau is offering to represent all municipalities that join for a flat fee of $3,800.00 which is to be split among all municipalities joining and a flat fee rate of $175.00 per hour. The Township’s Comcast Franchise Agreement will expire in 2012. The Board stated that Mr. Pompo is in favor of the Township joining the multi municipal franchise agreement as it will save the Township legal costs.

Ms. Silvernail made a motion, seconded by Ms. Sarbaum, to approve Sadsbury Township joining the Comcast Franchise Negotiations Multi Municipal Franchise Agreement Group with a flat rate of $3,800.00 to be shared among all municipalities joining and a flat rate of $175.00 per hour be paid to Unruh Turner Burke & Frees. With there being no questions from the public, with Ms. Silvernail voting “aye”, Ms. Sarbaum voting “aye”, Ms. Horan abstained, the motion passed.

Ms. Silvernail informed Mr. Drozd that the Western District Consolidation Steering Committee has been formed to consolidate Atglen, Highland, East Fallowfield, Parkesburg, Sadsbury, West Sadsbury and West Fallowfield fire companies.

Public Comment:

Chief Groce stated that Martins Corner Ambulance is out of service. Chief Groce also stated on Washington Lane Southbound “reduce speed ahead” sign is missing and the “25 mph signs” are missing. The Board will have the road department place the signs as soon as possible. Chief Groce also asked when AIM will paint the bike or walking lines within Bellaire Business Park. Mr. MacCombie said he will talk to Mr. Muto.

With there being no further business, Ms. Silvernail made a motion, seconded by Ms. Sarbaum to adjourn the special meeting of the Board. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Respectfully Submitted,

Lisa Myers
Secretary/Treasurer