Supervisors Special Budget Meeting November, 17, 2011

The Board of Supervisors conducted a special meeting held Thursday, November 17, 2011 commencing at 9:00 a.m. Chairwoman Ms. Silvernail called the meeting to order. Present were Supervisors Ms. Horan and Ms. Sarbaum, Township Accounting Consultant, Mr. Joe Drozd, Township Engineer, Mr. MacCombie and members of the community.

Ms. Silvernail announced that the Board of Supervisors met in executive session on Tuesday, November 15, 2011 at 9:30 a.m. to discuss personnel issues.

Ms. Silvernail made a motion, seconded by Ms. Sarbaum 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 stated the purpose of the meeting is to continue discussions for the 2012 budget process.

General Fund Budget

Mr. Drozd stated that he has some slight changes for the budget.

There will be no tax increase for the year 2012.

Fire Company Consolidation – East Fallowfield pulled out of the consolidation leaving a cost increase of $18,000 which will make an additional cost of approximately $50,000 in the budget. Ms. Silvernail stated that Sadsbury Fire Company does not want to join but is willing to talk with Pomeroy Fire Company to put something together with them. Parkesburg and Atglen are interested. Ms. Silvernail said the whole issue is volunteerism and if Parkesburg and Atglen pull out, it would not seem feasible to stay.

The GPS Mapping was approved at $5,000.00 and this would change the carry over balance.

The police car cost is $35,000. and there is no grant this year. Mr. Drozd said if a transfer is made from the Capital Reserve to the General Fund, the transfer will put him were he wants to be with a carry over of $100,000.

Ms. Silvernail made a motion, seconded by Ms. Sarbaum to transfer $35,000 from the Capital Reserve to the General Fund to pay for a new police car. With there being no questions from the public, the Board voting “aye” the motion passed unanimously.

Mr. Drozd stated a grant will be awarded in December for mobile speed trailers for the police department. The speed trailers will be purchased and reimbursed when the grant is received.

Mr. Drozd stated that he is not sure what to budget for the FEMA request. He approximates $200,000 which is 20% of what is asked for.

Mr. Dave Simmons, Road Crew Foreman stated he received a quote to fix the plow on the 1998 International and a quote for a new plow from E. M. Kurtz, Inc. of Reading, Pa.

Quote to fix the plow $10,929.00

Quote for new plow uninstalled $ 6,450.00

Ms. Horan stated that we have to know how much they want to install the plow.

Mr. Drozd stated that this amount will be taken from Liquid Fuels account and wanted to know what year it will effect.

Mr. MacCombie stated that a new law was passed that will take effect January 1, 2012. This law creates a new threshold for bidding. Any pricing under $10,000 can be awarded. Mr. MacCombie recommended that the plow be ordered with delivery after January 1, 2012 to take advantage of the new law.

Ms. Silvernail made a motion, seconded by Ms. Horan to purchase from the 2012 budget an amount not to exceed $10,000 a new Valk XW-11PRHD 11’ Power Reverse Plow-XW Series from the Liquid Fuels Account from E.M. Kurtz, Inc. of Reading, Pa. for the 1998 International. With there being no questions from the public, the Board voting “aye”, the motion passed.

Mr. Simmons stated he received a quote from Lancaster Truck Bodies, Inc. for a new spreader for the 2006 Ford installed for $1,989.00. Mr. Simmons stated this would only be used to salt the Township parking lot, Octorara Glen, Quarry Ridge and Sadsbury Village, exclusively.

Ms. Silvernail made a motion, seconded by Ms. Horan to purchase a spinner assembly with motor and center brace for TruckCraft TC-130 D-icer material spreader installed for the 2006 Ford out of the 2012 Liquid Fuels budget at a cost of $1,989.00 to be delivered in January 2012. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Mr. Simmons stated that the tires on the 2009 Ford will not be good in the snow. Because the tires are an odd size, the cost is $295.78 per tire. Mr. Simmons suggested that the alternative is to purchase chains at $100.00 each. He would need two sets for the International and 2 sets for the 2009 Ford at a total cost of $400.00. Mr. MacCombie also suggested that they purchase two or three sets of rubber bands and straps for each tire as these are very easy to brake and hard to find in winter months. He stated these are relatively low cost and will prolong the life of the chains.

Ms. Silvernail made a motion, seconded by Ms. Sarbaum to purchase two sets of chains for the International and two sets of chains for the 2009 ford with rubber bands and straps out of the 2011 Liquid Fuels budget. With there being no questions from the public, the Board voting “aye”, the motion passed unamiously.

Ms. Silvernail suggested that tires be placed on the budget for 2012.

Mr. Drozd stated he needs to budget for surge protectors for the whole Municipal Building. Mr. MacCombie stated the cost should be no more than $1,000.00.

Ms. Silvernail stated that phone service has been repaired under warranty and is working well. We now do not have to purchase a new phone system and the cost will probably be around $300.00 for the person who repaired the system.

Jamie MacCombie stated he is still waiting for the architect to give a price to design the new Township garage. He is guessing around $17,500 which would be the Townships cost. The construction cost is on the developer.

Sewer Budget

Mr. Drozd stated that a major change was discovered with duplicating some capacity customers and the carry over cash balance increased from $98,000 to $126,000. Mr. Drozd stated the yearly sewer rate and the usage rate will stay the same for 2012. Pennsylvania American will have a rate increase in 2013.

Mr. Drozd stated that Lincoln Crest Trailer Park has 25 EDUs Available.

Mr. Drozd stated the Capital Improvements Fund has $58,900. He would like the Board to consider an option of borrowing from the Capital Reserve if necessary to cover cash flow. He stated the money is in an account that is earning a low interest rate. Repayment would be at 3% interest and cover a 5 year period.

Ms. Silvernail made a motion seconded by Ms. Horan to borrow if necessary from the Capital Reserve Fund not to exceed $58,900 to cover the 2012 sewer budget and repay the Capital Reserve Fund at an interest rate of 3%. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Mr. Drozd stated the 2012 budget is now ready to be advertised.

Ms. Silvernail made a motion, seconded by Ms. Horan to advertise the 2012 budget as required for the 30 day public inspection. 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 advertise a public meeting for Friday, December 30, 2011 at 9:00 a.m. to adopt the 2012 budget and close the books for 2011. 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 advertise a resolution of the Board to appoint a certified public account to examine the Township accounts for the year 2011 and to replace the elected auditors. 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 hire Earl Taylor and Michael Audette as temporary as needed help to fill in for snow removal with a salary to be set at $19.00 per hour. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.

Jamie MacCombie stated he and Vince Pompo will have a meeting with West Caln Developers regarding the sewer agreement. He also stated that the flows are high regarding the placement of the West Caln meter, Lincoln Crest flows high during heavy rain storms, PJ’s Deli construction flow, and the manholes on Valley Road being too low.

Public Comment:

None

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

Respectfully Submitted

Linda Shank
Assistant Secretary