A special budget work session meeting of the Sadsbury Township Board of Supervisors was held on Wednesday, September 26, 2012 commencing at 9:00 a.m. Chairwoman, Ms. Silvernail called the meeting to order. Present were Supervisors Ms. Horan and Mr. Greenfield, Township Engineer/Zoning officer, Mr. MacCombie and Township Accountant, Mr. Drozd.
The moment of silence and pledge of allegiance were waived.
Mr. Drozd stated that the General Fund as of August 31, 2012 had a surplus in the amount of $101,223.00 due to the housing market improving and transfer taxes higher and the rate of trash collection was higher. He also stated that expenses were lower than anticipated so far this year.
Mr. Drozd stated that the sewer billing from Pennsylvania American Water Company is going to be coming in-house. He stated he anticipates that to hire a part-time employee at 80 hours a month would be sufficient time to do the billing and if needed to help with other duties. Mr. Drozd stated the rate of pay should be somewhere between $13.00 to $15.00 per hour. Ms. Silvernail stated she would like to start at the lower end of the pay rate when the position is advertised.
Mr. Drozd discussed items from the Capital Project for 2012 which could stay and be completed in 2012 and what could be moved to the budget in 2013.
Mr. Drozd reported that the business office and highway department were on line with their budget. The police department had to have transfers to cover police payroll due to increase in part time officers and Sgt. Rank being out for surgery.
The police department will receive a 3.5% raid per their contract.
Proposals were given for police coverage as follows:
1. 24/7 coverage $64,000 increase
2. 2 shifts per day $36,000 increase
Ms. Silvernail stated she would like to budget for a full-time police chief and work that into the payroll numbers also. Ms. Silvernail stated she would like to update the police chief job description and have a working police chief, and possibly adding a secretary. Mr. Drozd stated that that would require a tax increase.
Ms. Silvernail asked Mr. Drozd to compare the options with a full-time police chief and calculate what the tax increase in millage would be.
Ms. Silvernail stated that Mr. Guthrie reworked the numbers and deduced that Pomeroy Fire Company covers more that 50% of the Township. $33,904.00 was budgeted for Pomeroy in 2010. Mr. Drozd stated he will budget for the Consolidation for the 2013 budget $33,204 plus the donation to Sadsbury Fire Company.
Mr. Drozd stated the 2008 police car warranty will end at the end of the year. Mr. Drozd needs information if the police department is going to keep the car or replace it. Chief Groce stated that West Caln and West Sadsbury use lease purchase of police cars. Chief Groce does not have the details on a lease purchase agreement.
Ms. Silvernail stated the Township’s portion of $540.00 per each employee’s health insurance cost will stay the same for the year 2013 with the employee paying the balance. Ms. Silvernail stated that an adjustment made to the health insurance plan last year needs to be looked into. Mr. Drozd stated the pre-tax plan for health care contribution would result in a savings of $110.00 for 2011 and $196.00 for 2012. Mr. Drozd will look into the cost to set this up.
Mr. Dave Simmons, Road Foreman stated the rental of the boom for the roadside mower became very costly when the required insurance became very expensive; so the decision was not to rent it. Mr. Simmons stated that there is not much roadside mowing in the Township and it could be done 2 times a year. Ms. Horan suggested finding the cost to outsource the road side mowing. Mr. Simmons stated that the Township would not have to worry about insurance, housing and maintenance on the vehicle if it was outsourced. Mr. Simmons will do research to get the cost to outsource.
Mr. Simmons stated he would like a new truck included in the 2013 budget at a cost of $220, 00.00. Mr. Simmons stated he would like to keep the International and add new truck to the fleet. The new truck will be able to plow deeper snow and haul larger quantities of material. Mr. Drozd stated there is $60,000 to $70,000 in the Liquid Fuels account to help pay for the new truck. Mr. Simmons stated the Volk Plow will have the same hookup on the International and the new truck. Ms. Silvernail stated to hold this over until the next budget meeting. Mr. Simmons also asked if the 2013 budget could also add a snow blower for the Township building and parking lot area at a cost of $1,500.00.
Mr. Simmons stated the service agreement for the Township generators is not in effect now. He stated he has two plans; one from Modern and one from Penn Power. Mr. Simmons stated that Penn Power uses Modern parts. Mr. Simmons stated that both generators should be maintenanced every quarter, but this has not been done. Mr. Simmons stated that Modern will do 1 major and 3 minor maintenance services for $2,400 yearly. Penn Power will do the same for $2,390. Mr. MacCombie stated that the generators should be exercised more often to make sure there will be no problems.
Mr. Drozd stated that future capital would include road work random $90,000 to $100,000. Mr. MacCombie stated that Compass Road being the most extensive road in the Township would need storm water improvements on the Southern part of roadway.
Mr. MacCombie also stated Hilltop Road could use some work and Sadsbury Road would be good for tar and chip. Mr. MacCombie stated that as the sewer was placed in the Township, the roads were paved.
Mr. Drozd stated there are many items on the budget that have been carried over for many years and asked the Supervisors to keep or discontinue as follows:
1. Security card entrance
2. Additional security cameras
3. Additional chairs for meeting room
4. Sadsbury Enhancement Project
5. Old Township Building rent or sell
6. Barkman Landfill
7. Comprehensive Plan
8. Recodification of Township Ordinances
9. Web Page
10.Allocation of Local Service Tax
Ms. Silvernail stated that items 1 & 2 should be kept on the budget as a reminder that security is necessary. Take off the budget item 3 as unnecessary. Mr. MacCombie stated that item 4; Sadsbury Enhancement Project has funding still available and is scheduled to go out to bid in 2013.Concerning item 5, Ms. Silvernail stated she feels the deal to rent the old Township Building by Medic 93 has fallen through. Item 6, the Barkman Landfill should be carried over. Ms. Silvernail stated that item 7, to keep the Comprehensive Plan. It is an 18 month process and Ms. Silvernail is hoping to create a 5 member committee or possibly the Planning Commission to start the process in November 2012 and carry over to the year 2013. Ms. Silvernail stated the Township did not receive a grant. Mr. Drozd will call Mr. Grafton to get the cost for the Comprehensive Plan. Mr. Drozd stated he will contact Vince Pompo to find the status of item 8, the recodification. Item 9, the web page redesign will need to have an annual cost budget of $500.00 as it will now be done in-house. Item 10, the allocation of local service tax is as follows: 1/3 to police department, 1/3 to the fire companies, and 1/3 to the road department.
Mr. Drozd stated there is a balance of $540,000 in unpaid trash and sewer bills combined.
Ms. Silvernail stated that starting in January 2013, the Township will be serviced by the District Justice in Honey Brook and Mr. MacCombie stated that this District Justice will help with the collection of unpaid Township bills.
Mr. Drozd stated that the Sewer Fund comparison shows the Township collected more in funds than were budgeted. The sewer expenses were $19,818 lower than budgeted. The 25 additional EDU’s asked for by Lincoln Crest have been put on hold.
Mr. Drozd asked the Board to consider if the per EDU rate for sewer billing would change or remain the same for the year 2013.
Mr. MacCombie stated that the Township will have to do an Industrial Pre Treatment Program which should cost around $5,000. Manhole inserts should be installed the length of the Bunk Run should cost around $500.00. Mr. MacCombie stated that Lincoln Crest Trailer Park has the biggest number of rain water runoff in the entire sewer system. The comminuter – grinder of sewage at the pumping station jammed and blew out the motor. The cost of a new comminuter is $17,000 to $20,000. This should be a 2012 budget project.
Ms. Silvernail made a motion, seconded by Mr. Greenfield, to set the next budget meeting date as Tuesday, October 30, 2012 at 9:00 a.m. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Ms. Silvernail stated that the glass in the back door to the Township Building has been broken. Mr. Greenfield will get a quote to replace the glass.
Mr. MacCombie stated that Mr. Pompo agrees that Bull Dog Construction needs a Special Exception from the Zoning Hearing Board for outdoor storage on the Shamrock Lane location.
Ms. Silvernail stated that each year the Township participates in the Chester County Solid Waste household hazardous waste collection program. Residents in the Township can discard of their hazardous waste at various collection sites throughout the year.
Ms. Silvernail made a motion, seconded by Ms. Horan, to participate in the Chester County Solid Waste Authority’s Regional Household Hazardous Waste Collection Program for 2013-2016 at an annual cost not to exceed $1,000.00. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Ms. Silvernail asked Chief Groce if he has received the Police Department Firearms Policy. Chief Groce stated he does not as yet have the Firearms Policy from Chris Gerber’s office but he expects to have it sometime today.
Charles A. Higgins & Sons supplied the Board with a proposal to supply and install a new 400 Watt metal halide shoe box fixture at Bert Reel Park to replace the old mercury fixture at a cost of $683.00. Ms. Silvernail stated the mercury light has burnt out and cannot be replaced.
Ms. Silvernail made a motion, seconded by Ms. Horan, to accept the proposal from Charles A. Higgins, & Sons, Inc. to supply and install a new 400 watt metal halide shoe box fixture at Bert Reel Park to replace the old mercury fixture not to exceed $700.00. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Greenfield stated that he was contacted by Ted Alderman and his neighbors in Pomeroy and they are concerned because they heard that Weaver Mulch is planning to purchase part of Pat McGrail’s property. They are worried about smells from mulch in Pomeroy. They stated that trees are beginning to be cut down.
Mr. MacCombie stated that the McGrail property is zoned agricultural. Weavers Mulch is not agriculture and not permitted. Mr. MacCombie will look into the situation.
With there being no further business, Ms. Silvernail made a motion, seconded by Ms. Horan to adjourn the meeting. With there being no questions, the Board voting, “aye”, the motion passed unanimously.