Special Meeting Tuesday October 26, 2010

The Board of Supervisors conducted a special meeting held on Tuesday October 26, 2010 at 9:00 a.m. Chairwoman Ms. Silvernail called the meeting to order, present were Supervisors Ms. Horan and Ms. Sarbaum, Mr. Drozd Township Accounting Consultant, Mr. MacCombie Township Engineer, Mr. Dave Simmons Public Works Department 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. Sarbaum, 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. Katherine Kuroczko, representing GK Productions; who has been maintaining the Township web site for the past several years was present to discuss pricing and upgrading to the Township’s website. Ms. Kuroczko stated that GK Productions is preparing to move to New Orleans but can still maintain the Township’s website. Ms. Kuroczko brought Ms. Karen Tate of Tate Design in Malvern to help the Township with the redesign process. Ms. Kuroczko asked if the Township has an idea as to what it is looking for, and if they have done any research on any other municipal web sites. Ms. Kuroczko states that the current website consists of 17 pages, which is large. She states that it can be condensed down by renaming pages and condensing the information into 4 sub pages. Ms. Silvernail stated that most Townships share their zoning books and subdivision information on the web site; is there a way to lock it so that the information cannot be printed or changed. Ms. Tate said “yes” there can be a link to the document that is protected. The Board stated that they would like to have a user friendly site with lots of information and changes to the web site being done quickly. Ms. Kuroczko stated that currently the changes are done within 24 business hours. Ms. Kuroczko stated it’s hard to quote a proposal to the Township because they are not sure exactly what they want. The Board agreed to look at other municipal web sites to discover what they want and get back to them to obtain a quote.

Mr. Joe Drozd reviewed the 2011 revised draft budget with the Board:

General Fund:

Mr. Drozd stated that he included no tax increases for the 2011 budgets.

Mr. Drozd stated that renewal for the Comcast TV franchise is due July 2, 2012, and the Township continues to receive $1,725.00 per month for the Verizon Tower.

Mr. Drozd stated that Chief Groce has requested an amount of $38,287 be placed in the 2011 budget. Chief Groce completed a grant application for a new police vehicle.

Mr. Drozd stated that the Township’s trash collection renewal is September 1, 2011 and although the job will go out to bid he expects a possible 10% increase in price.

Mr. Drozd budgeted 25% of the total number of fees for the Act 209 from Sadsbury Commons Medical Building, Lincoln Crest Mobile Home Park and the development of Larry Constable budgeting $80,800.00

Mr. Drozd stated that under general government the numbers remained the same being as there were no significant changes.

Legal expenses increased by $5.00 an hour, the Barkman Landfill Reserve $136,498 stayed the same as there was no activity in 2010. The lien amounts are kept the same at $25,000 which includes sheriff sale amounts that are reimbursable.

Office administration has an increase for copier/computer services. This amount includes web page design. Mr. Drozd added a 5% increase in insurance and workman’s compensation and a 5% increase in PIRMA. Capital items included are for the purchase of new computers for the administration offices and network surge protection.

Engineering expenses in includes a rate increase, an estimate of 50% reimbursement to be received in 2012 for the Act 537 Planning.

Mr. Drozd stated under the capital police budget a request has been made to replace the copier and software for downloading, storage for mobile video records, police car with accessories totaling $43,287.

Fire company distribution remains the same.

Mr. Drozd discussed with the Board if an open space study to cost approximately $26,000 will begin in 2011. The Board agreed not to begin the study.

Code re-codification will remain in the budget for 2011 for $10,500.

Highway maintenance (not liquid fuels) fund capital shows digital radios in trucks with base unit in the Township office and license agreement costs $6,200. 00. Mid mount boom mower attachment costs $36,000, road work per engineer to identify $80,000, concrete slab for salt entrance $5,000.

Culture and Recreation remains the same

Special projects include the GIS mapping software and Sadsbury Village Enhancement Project $761,200.

Health insurance includes 5 employees currently covered. The Township pays $540.00 per employee towards insurance the employee pays the difference. A 2% wage increase for the administration and road department.

Mr. Drozd reviewed each account balance as follows:

Ending December 31, 2010
General Fund $337,700
Liquid Fuels fund $77,100
Act 209 Funds $80,800
Capital Reserve Fund $738,800
Proof total is $1,153,600

Approximate carryover balance for December 2011

General Fund $76,870
Liquid Fuels $78,600
Act 209 Funds $80,800
Capital Reserve Fund $711,100
Proof Total is $947,370

Sewer Budget Discussion:

Mr. Drozd stated the Township currently has 760 sanitary sewer customers connected and a debt service of $371,000 yearly to pay. He states in 2023 the debt service fees go down. Mr. Drozd provided the Board with the 2011 proposed rate increase for sanitary sewer. The current rate is a flat fee of $200.00 per year and $11.00 per 1,000 gallons usage rate. Proposal 1 would agree to raise the sewer rates annually as Pennsylvania American rates increase; option 1 is flat rate of $240.00 per year with a usage rate of $13.50 per gallon, option 2 is to set the flat rate to cover the debt service would be $485.00 flat rate per year and usage rate to be $9.50 per 1,000 gallons. Proposal 2 to set the sewer rates to cover the Pennsylvania American rate increase until 2013; option 1 minimize the flat rate to be $320.00 per year with a usage rate of $17.00 per 1,000 gallons of usage, option 2 is to set the flat rate to cover the debt service flat rate of $485.00 per year with a $14.50 per thousand gallons of usage.

Jerry Ranck asked who is paying for those who are not paying their invoices. The Board answered that the residents not paying or making payment arrangements are being sent to lien then sheriff sale.

Mr. Drozd stated that the proposed 2011 budget amount sewer revenues are $887,840. Proposed sewer expense is $448,200, construction and design $271,575, treatment costs are $313,000. Total expense is $1,111,275 leaving a deficit of $223,435. Mr. Drozd stated that the carryover balance does not include any of the advance taping fees except for 75% of Lafayette Square, 100% Black Walnut Winery and half of Valley View.

Estimated of cash balance at the beginning of the year was $$356,600, estimate of cash balance at end of the year $133,165.

Mr. Simmons discussed several items for the 2011 budget:

Mr. Mike DeBerdine CEO of Rhoades Energy provided a proposal to supply the Township with gas, heating oil, off road fuel and on road fuel pricing. He stated that his company will provide a 1,000 gallon double wall tank with electric motor for on road diesel fuel with a $100.00 set up fee. He stated that Rhoades will charge the Township one dollar for the tank and it will be the Township’s responsibility. He stated that an agreement comes with the tank stating if the Township stops business with them, the Township will be responsible to pay replacement value of the tank. Mr. DeBerdine stated that the company will charge the Township $.25 cents over the rack rate. The number comes from the Buckeye Terminal in Malvern. No tax or delivery fee is to be charged. Ms. Horan asked what the difference is of on road fuel verses off road fuel. Mr. DeBerdine said taxes and use are the difference. He stated that additives are added to the fuel come cold weather due to freezing temperatures. Mr. Simmons stated that the Township is currently paying $2.92 for diesel and the proposal is for $2.56 a gallon. He stated that the current price for diesel has taxes added in and the proposal does not. The Board made no decisions at this time.

Mr. Simmons requested a new Valk Utah Style Plow for the 2011 budget; he said this plow would replace the current J plow for the International Dump Truck. Mr. Simmons stated that state contract pricing on the plow is $6,700.00.

Mr. Simmons requested approval for delineators to mark or outline road edges and potential hazards. He stated that this is especially important when plowing snow. Marking these objects will save the Township money and time. Last winter the Township lost (2) plow blades costing an estimated $800.00. The total cost for 75 delineators is $1,059.42. Ms. Horan asked if the delineators are the tall reflecting poles. Mr. Simmons replied “yes”.

Mr. Simmons is requesting a radio system consisting of 4 Motorola digital mobile radios for each truck which includes compact microphone, mounting brackets, power cable, antenna and a (2) year warranty parts and labor from Metropolitan Communications Inc. A base station for the Township office which would include power supply, deck microphone, antenna, mounting hardware and a (2) year warranty for parts and labor. The State contract pricing is $5,657.50.

Mr. Simmons requested to purchase a 24” Echo CS600 chain saw from Stoltzfus Farm Service in the amount of $503.99. Mr. Simmons also discussed a Shindaiwa EB802RT commercial back pack blower from Stoltzfus Farm Service that costs $449.99.

Mr. Simmons discussed future planning for the purchase of a mower attachment for the John Deere Tractor for the 2013 budget along with the purchase of a tandem dump truck that would include a front plow, wing plow, salt spreader, aluminum dump body in the amount of $220,000.

The Board stated that they will table all road department requested and discuss at the next budget work session. Ms. Silvernail made a motion, seconded by Ms. Sarbaum, to adopt Resolution 2010-13 appointing Michael Klingman to the Zoning Hearing Board with a term to expire on December 31, 2010. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Ms. Silvernail stated that the voice mail module for the administrative office and police department has gone bad. Mr. Robert McQuinn, representative that installed the Township phone system did a price comparison to repair the module or to purchase a new one. To send the module away for repair would cost $800.00 verses a new module which would cost $770.00.

With the Board agreeing to purchase the new voice mail module, Ms. Silvernail made a motion, seconded by Ms. Horan, to purchase a new voice mail module for the Township phone system to cost $770.00. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

The Board discussed a proposal from Burkholder Paving to weld the grates down on the Octorara Road Bridge to cost $2,785.00. Mr. MacCombie stated that in the road resurfacing contract a price was quoted to underpin the bridge at Compass Road, Mr. MacCombie stated that upon their inspection, the underpinning has already been completed previously. Mr. MacCombie stated that he has been in contact with McCormick Taylor Engineers and Planners that requested the Township have this work completed. Mr. MacCombie stated that the resurfacing project came in below budget costs and if underpinning is not required than the Township saves an additional $13,000.

The Board agreed to have the Octorara Bridge grate welded. Ms. Silvernail made a motion, seconded by Ms. Sarbaum to accept the proposal from Burkholder Paving for the welding of grate on Octorara Road Bridge to cost $2,785.00. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Mr. Ranck requested to have the watch guard video camera purchased for the Durango for a price budgeted for 2010 in the amount of $4,920.00.

Ms. Silvernail made a motion, seconded by Ms. Horan, to purchase a watch guard video camera for the Durango to cost $4,920.00. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Mr. Ranck requested the Board accept the annual contract for the police department from Informant Services to cost $1,225.00.

Ms. Silvernail made a motion, seconded by Ms. Sarbaum to approve the annual support services from Informant Services to cost $1,225.00. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

The Board scheduled the next budget work session to be held on Monday November 22, 2010 at 9:00 am.

The Board discussed Brandywine Hospital medic unit renting an office at the old Township office building. Mr. Mike Niemiec Attorney for Lamb McErlane has been the contact person for the lease between Brandywine Hospital and Sadsbury Township. Mr. Niemiec had informed the Township that Brandywine does not want to pay bills each month; they want to pay rent and have the electric, heat and sanitary sewer included. Brandywine Hospital will use the police office and use the building 12 hours a day 7 days a week. The Board and Township Engineer suggested to get the electric bill from when the building was last occupied by the Township, the hours were 8:am to 4:pm, 5 days a week. The hours will make up the difference in costs and take the annual sewer rental usage increase and divide it by 12.

No Public Comment

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

Respectfully Submitted,

Lisa Myers
Secretary/Treasurer

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