A regular meeting of the Board of Supervisors was conducted on Tuesday, August 7, 2018 commencing at 7:00 p.m. Vice Chairman, Mr. Moore called the meeting to order. Present was Supervisor Mr. Taylor, Township Solicitor, Mr. O’Keefe, Township Engineer, Mr. MacCombie, and members of the community. Chairman, Mr. Reynolds was absent.
A moment of silence and Pledge of Allegiance was observed.
Mr. Moore made a motion, seconded by Mr. Taylor, to waive the reading of the minutes of the previous meeting. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. Moore made a motion, seconded by Mr. Taylor, to adopt the minutes of the previous meeting. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Moore announced that Larry Maulo of Maulo & Company is here to report on the 2017 financial audit of the Township. Mr. Maulo reported the income and expenditures of the General Fund revenue was $1,862,005; expenses were $1,969,613 with the find balance decreasing by $64,384 per budget. The Capital Project Fund and the Act 209 Fund had no expenditures during the year. The Liquid Fuels Fund had revenue of $132,337, expenses were $214,980, and the fund balance at the end of the year was $88,302 per budget. The Sewer fund revenue for 2017 was $956,937, operating expenses were $938,974, and the interest expenses was $102,282. The result is that net position decreased by $126,180 per budget. This full accrual basis statement shows that the net position of the Township at December 31, 2017, was $12,922,502 with an unrestricted balance of $,862,154. This is a decrease of $241,840 from the prior year’s unrestricted balance. Mr. Maulo gave the Township a clean opinion on the Township financial statements.
Mr. Taylor made a motion, seconded by Mr. Moore, to accept the Township Financial Report given by Mr. Maulo of Maulo & Company. With there being no questions from the public, the Board voting “aye”, the motion passed.
Police Report: During the month of July, 2018, there were 5,137 miles patrolled throughout the Township. Sadsbury Township police answered 337 dispatched incidents and the Pennsylvania State Police answered 18 incidents during the overnight hours from midnight to 8:00 am for a total of 355 Township incidents as follows: 911 hang-up 1, hit and run crash 1, vehicle crash with injuries 1, property damage crash 8, alarm carbon monoxide 1, alarm fire 1, alarm police 8, animal complaint 6, overdose 1, assist to police 10, burglary 2, shrubbery fire 1, business check 117, civil dispute 5, disabled vehicle 1, disturbance 4, Domestic Disturbance 3, emotional disorder 1, erratic driver 3, for police information 14, fraud (actual or attempted) 1, house/vacation check 19, keys locked (veh, house, etc) 1, medical emergency 18, Miscellaneous police nature 8, missing person 1, noise complaint 8, Township park check 13, parking violation 1, repossession 1, police report 26, residential rescue 1, shots heard or shooting (no injuries) 1, stolen vehicle 1, suspicious condition 3, suspicious person 1, suspicious vehicle 2, theft 1, traffic general hazards 12, traffic stop 21, and well being check 4.
Public Works Report: For the month of July, the Public Works Department spent a majority of it’s time maintaining Township owned properties, right-a-ways, buildings, signs, equipment and our storm water drain system. Each year all Township bridges meeting certain requirements are inspected by a PennDOT Engineering Company. This year, while inspecting the Compass Road Bridge, it was noted that the right fascia beam (east face) exhibits advanced section loss to the end at the rear fascia abutment. Based on the load rating performed by the inspector which included this section loss, it was recommended that vehicle loading be restricted from this side of the bridge. Delineators were placed approximately 1’ – 3’ off the east facing side of the entire length of bridge thus, forcing vehicles to travel more towards the middle of the bridge. This will ease the load and hopefully extend the life of the bridge until the issue is corrected. Just about the entire south side of the road edge on Lieke Road was backfilled with small rock to correct a severe drop off and to support the road edge. Sewer meter readings have been recorded for the second quarter. The equipment hours were 7.5 and the vehicle miles were 1,005.
Emergency Management Report: No report
Treasurer’s Report: Maulo & Company has completed the 2017 Financial Audit for the Township. The Worker’s Comp audit in now completed for 2017. We have begun to work on the budget for 2019 to prepare for upcoming budget meetings at the end of the summer. We have chosen DNB Bank for our working accounts with a 1.85% interest. Currently at Santander we are receiving 0.01%. In addition to DNB, we will be using PLIGIT for our accounts that are not used daily. We have opened accounts and will be moving all monies by the end of the year. We have started using the new accounts and working towards getting everything changed over. No cash is now accepted for any payments at the Township. We do accept checks, credit card and money orders. We want to thank Paige Beoudoin for all her help this summer. She has helped prepare the property maintenance files and has gotten everything organized. We have started moving all files, organizing plans and moving things to the storage unit.
Keystone Valley Fire Company Report: For the month of July, the Keystone Valley Fire Department responded to 23 calls for: fire 9, rescue/medical 5, good intent 5 and false 4. The response by municipality: west Sadsbury Township 8, Highland Township 1, Parkesburg Borough 9, Sadsbury Township OOD 0, Out of District 5. The average response by personnel was 8 with a total of 164 personnel for combined response hours 118.08 hours. The average response time was 7.27 minutes. There were three in-house trainings with 49 members attending for 127.54 hours combined training hours. The fire units traveled 2,362 miles and used 245.4 gallons of fuel. The ambulance(s) traveled 3,049 miles and used 332.9 gallons of fuel. A total of $3,166.54 was spent in annual preventive maintenance and repairs. The Keystone Valley EMS Division responded to 95 calls for: treated/transported BLS 26, treated/transported ALS 31, no services required 13, patient refusal 10, recalled on route 7, recalled on scene 1, treated and released 2, standby 2, public assist 1, and DOA 1. The municipal break-down is as follows: Parkesburg Borough 30, Sadsbury Township 29, West Sadsbury Township 17, Highland Township 9, and out of District 10.
Sadsburyville Fire Company Report:
Township Park Committee Report: Mr. Jessey stated he would like to give a report since this is the last Supervisor’s meeting before Community Day. He would like to ask the Board for permission to order t-shirts for the volunteers not to exceed $300.00, need to order banners not to exceed $200.00. There will not be a live band this year and Mr. Jessey will be playing event-friendly music. He would like to use fund-raiser money to purchase a PA System from Amazon for $900.00. Mr. Jessey stated he was told by Amy in the business office that the money left over from the last 2 years was $5,485.24 so they should be about $3,000 to the good. Mr. Jessey will need the Public Works Department to provide toilets and hand wash stations. Mr. Jessey also reported there is no one to clean the bathrooms at Bert Reel Park. The previous cleaning person did the bathrooms twice a month. Mr. Taylor asked Todd Bowers from Public Works if the present cleaning company would clean the bathrooms and Mr. Bowers replied yes. Mr. Jessey said there are not many issues at the park partly because of raising the fees to rent the pavilion. Ms. Russell stated that she has not received any money from any of the fundraisers that the Park Committee has raised and nothing from the snack shack. Mr. Jessey stated that he keeps the money in the cash drawer and at the end of the season, he turns it over to the Township. Mr. Taylor told Mr. Jessey to take what is needed out of the Park money and report everything to the Township.
Mr. Taylor made a motion, seconded by Mr. Moore, to approve Mr. Jessey to buy volunteer t-shirts not to exceed $300.00, banners not to exceed $200.00, and a PA system not to exceed $900.00. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. Jessey asked if the Township would need to purchase an annual license to play music for a fund raiser. Mr. O’Keefe will look into this. Mr. Taylor stated he has been playing music for 20 years and never purchased a license to play songs.
Township Engineer Report: Mr. MacCombie reported he has a Letter of Credit Reduction Certificate of Completion for Sadsbury Arcadia Associates, L.P. for Sadsbury Park, Phase 3B in the amount of $152,772.50 for the Board’s approval.
Mr. Moore made a motion, seconded by Mr. Taylor, to approve a Letter of Credit Reduction Certificate of Completion for Sadsbury Arcadia Associates, L.P. for Sadsbury Park Phase 3B in the amount of $152,772.50 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. MacCombie reported he has an Engineering Escrow release of funds for Sadsbury Arcadia Associates, L.P. for Sadsbury Park Phase 3B in the amount of $10,339.99 for the Board’s approval.
Mr. Moore made a motion, seconded by Mr. Taylor, to approve an Engineering Escrow release of funds for Sadsbury Arcadia Associates, L.P. for Sadsbury Park Phase 3B in the amount of $10,339.99 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. MacCombie reported he has a Letter of Credit Reduction Certificate of Completion for Rock Holdings, PA LLC for 500 Independence Way for an 88,000 Square Foot Warehouse in the amount of $210,623.00 for the Board’s approval.
Mr. Moore made a motion, seconded by Mr. Taylor, to approve a Letter of Credit Reduction Certificate of Completion for Rock Holdings, PA LLC for 500 Independence Way for an 88,000 Square Foot warehouse in the amount of $210,623.00 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. MacCombie reported he has an Engineering Escrow release of funds for Rock Holdings PA, LLC for office/assembly & Manufacturing facility in the amount of $2,723.12 for the Board’s approval.
Mr. Moore made a motion, seconded by Mr. Taylor, to approve an Engineering Escrow release of funds for Rock Holdings, PA LLC for office/assembly & manufacturing facility in the amount of $2,723.12 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. MacCombie reported he has an Engineering Escrow release of funds for CTDI-Grading Permit 58-17 in the amount of $1,366.87 for the Board’s approval.
Mr. Moore made a motion, seconded by Mr. Taylor, to approve an Engineering Escrow release of funds for CTDI-Grading Permit 58-17 in the amount of $1,366.87 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. MacCombie reported he has an Engineering Escrow release of funds for Sadsbury Arcadia Associates L.P. for Sadsbury Park Phase 4A in the amount of $748.12 for the Board’s approval.
Mr. Moore made a motion, seconded by Mr. Taylor, to approve an Engineering Escrow release of funds for Sadsbury Arcadia Associates, LP for Sadsbury Park Phase 4A in the amount of $748.12 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. MacCombie has made a summary of the streets being considered for resurfacing and/or reconstruction for the 2018 program along with other associated improvements. Mr. MacCombie stated there is $70,000 in the budget for resurfacing. He feels the main concerns for the Township is Limestone Road and Celeste Drive. The summary also mentions Sadsbury Road, Greenbelt Drive, Bonsall School Road, Fox Trail and Broad Meadow Drive, and the Basketball Court at Bert Reel Park. Mr. MacCombie stated that Sadsbury Park is in the process of paving and he will see if they will do the paving at Fox Trail and Broad Meadow Drive, as it is in the area they are paving.
Mr. MacCombie received a letter from the Meetinghouse Owners Association wishing to dedicate the Meetinghouse sewer system to Sadsbury Township. Mr. MacCombie stated the Meetinghouse Properties (Morris Farm Properties) is privately owned and they would like to dedicate the sewer to the Township for $1.00 as part of the sale to Pennsylvania American. More paperwork would need to be signed before this could happen.
Mr. MacCombie stated the Octorara Bridge over the Buck Run will cost approximately $400,000 for replacement. He is looking into state grant funding. Environmental permitting will be needed, and the environmental capacity of the Buck Run will need to be evaluated.
Township Solicitor Report: Mr. O’Keefe stated that Sadsbury Park would like the Township to take dedication of the sewer for Phase 4C and 2A. Mr. MacCombie and Mr. O’Keefe do not have any issues with the dedication. This is only for sewer and not for the roads.
Mr. Moore made a motion, seconded by Mr. Taylor to accept the dedication of sewer for Phase 4C and 2A from Sadsbury Park. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. O’Keefe stated he has a proposal from Ed Theukrauf to amend the Township Landscaping Ordinance. Mr. Theukrauf is presently working with Vince Pompo on a project at West Whiteland Township. Depending on the extent of required revision and number of iterations and meetings required, the estimate from Mr. Theukrauf to amend the Landscaping Ordinance is $3,900 to $5,400. Mr. Tayor stated he doesn’t know what we have in the budget. He would like to see some projects before signing on for $5,000. Mr. Moore would like to see more proposals.
Vicky Horan feels the Township should not cow tail to the developers about the Landscaping because whatever landscaping Sikorsky used to prevent noise was totally inadequate.
Mr. O’Keefe stated he has the CTDI Developers Agreements, which can be signed by the Board contingent upon the Letters of Credit being processed.
Mr. Moore made a motion, seconded by Mr. Taylor, to approve the Developer Agreements for CTDI contingent on the receiving their Letters of Credit. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. O’Keefe stated Sadsbury Arcadia would like to be able to place a temporary holding tank for a model home until the phase is approved and the home will be tied into public sewer. This will also have to be approved by DEP and DEP will need a letter from the Township before this can take place. DEP requires submitted sewage planning module application mailer for this holding tank and then approval from the Chester County Health Department after DEP signs off. The location will be on Lot 52, close to Old Wilmington Road, the main access point to Sadsbury Park, completing the 4th corner of the intersection of Trego Avenue and Fuller Street.
Stephanie Silvernail stated that if this is a preliminary plan, isn’t it setting a precedent for building on a preliminary plan?
Mr. O’Keefe stated all they are asking for is if the Board would allow a holding tank. Mr. O’Keefe will see if Mr. Eric Carlson from Sadsbury Associates can come to the meeting in September to explain the plan further.
Mr. O’Keefe stated he has a Resolution to use dotGrants on-line reporting system to file the required Liquid Fuels form annually.
Mr. Moore made a motion, seconded by Mr. Taylor to adopt Resolution 2018-13, an agreement between the Pennsylvania Department of Transportation and Sadsbury Township to use dotGrants on-line reporting system to file the required Liquid Fuel forms annually. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. O’Keefe stated the Township is requesting a $50,000 grant from the Pennsylvania Department of Community and Economic Development to be used for the completion of the Sadsbury Village Enhancement Project. This request must be done by resolution.
Mr. Moore made a motion, seconded by Mr. Taylor, to adopt Resolution 2018-14, a resolution requesting $50,000 grant from the Pennsylvania Department of Community and Economic Development to be used for the completion of the Sadsbury Village Enhancement Project. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. O’Keefe stated that Berkheimer, the Township’s local tax collector, is asking for a liaison to be appointed for tax purposes.
Mr. Moore made a motion, seconded by Mr. Taylor to adopt Resolution 2018-15, appointing Tammy Russell as liaison to Berkheimer Tax Administrators for the express purpose of sharing confidential tax information with the district for official purposes. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. O’Keefe asked the Board for permission to advertise the police pension plan Ordinance for adoption at the September Board of Supervisors meeting.
Mr. Moore made a motion, seconded by Mr. Taylor to authorize Mr. Okeefe to advertise the police pension plan Ordinance for adoption at the September Board of Supervisors meeting. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. MacCombie stated that he was asked if when construction is completed at Rock Holdings, if Independence Way could be dedicated to the Township. They will maintain the road and keep it clear of snow in the winter.
Robert Silvernail asked why would they want to dedicate it if they are going to maintain it?
Mr. MacCombie stated in case it needs to be paved in the future.
Chief Rank asked would the Township receive Liquid Fuels money for this road. Mr. MacCombie said the Township would receive approximately $500.00.
Tony Clark stated heavy uses require more maintenance.
Township Planning Commission: No July meeting.
Chester County Airport Update: No report
Payment of Invoices:
Mr. Moore made a motion, seconded by Mr. Taylor, to pay the July 2018 General Fund invoices in the amount of $228,915.56. With there being no questions from the public, the Board voting “aye”, the motion passed.
Mr. Moore made a motion, seconded by Mr. Taylor, to pay the July 2018 Sanitary Sewer invoices in the amount of $50,778.32. With there being no questions from the public, the Board voting “aye”, the motion passed.
Old Business: Mr. O’Keefe was given a Cooperative Agreement between PENNDOT and Sadsbury Township that was being sent to a past Supervisor and the past Township Manager. He would like to look the document over and tabled it until next meeting.
Public Comment:
Mr. Taylor wants to thank everybody for helping him out.
Todd Bowers stated the roadside mowing has not been done for a couple of years and the Township has not had a roadside mower for 4 years. The Township can rent one for a week for $2,200.
Mr. Taylor made a motion, seconded by Mr. Moore, to allow the Public Works Department to rent a roadside mower. With there being no questions from the public, the Board voting “aye”, the motion passed.
Tony Clark does not like the idea of not hearing the reports at the meeting.
Simon Jessey said he was glad to see Earl back at the meetings. Also,he would like to have the reports read at the meetings. He would like to know if there is any movement on the web site.
Tammy Russell stated it is being uploaded and ready for the Supervisors to look at it. There will be a meeting with the web master tomorrow. Simon will attend.
Mr. and Mrs. Wilkinson complained about the tall grass at 894 Old Wilmington Road and 885 Old Wilmington Road. They have complained many times about the same problem. The Secretary will call Jim Dickey to take care of the problem.
885 Old Wilmington Road is going for auction on August 16th.
Chief Ranck stated who put up the temporary no parking signs in Sadsbury Park?
Simon Jessey stated that Eric Carlson from Arcadia put them up when construction is going on.
With there being no further business, Mr. Moore made a motion, seconded by Mr.
Taylor, to adjourn the meeting. With there being no questions from the public, the Board voting “aye”, the motion passed.
Respectfully Submittted
Linda Shank
Secretary