A regular meeting of the Board of Supervisors of Sadsbury Township was conducted on Tuesday, February 5, 2019 commencing at 7:00 p.m. Chairman, Mr. Reynolds called the meeting to order. Present were Supervisors John Moore and Earl Taylor by telephone. Township Solicitor, Mr. O’Keefe, Township Engineer, Mr. MacCombie, and members of the community.
Mr. Reynolds announced the Board met in Executive Session before the Board meeting to discuss personnel issues.
Mr. Reynolds made a motion, seconded by Mr. Moore, 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 unanimously.
Mr. Reynolds made a motion, seconded by Mr. Moore, to adopt the minutes of the previous meeting. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Township Police Report: Chief Ranck reported that for the month of January, 2019, the police patrolled 2,821 miles and answered 283 incidents of which 32 were handled by the Pennsylvania State Police during the off hours as follows: hit and run crash 1, accident other type 2, property damage crash 11, alarm police 11, emotional disorder 1, animal complaint 4, assist fire department 1, assist to other police department 7, attempt to locate vehicle 1, burglary 1, shrubbery fire 1, business check 71, corruption of minors 1, credit card theft/fraud 1, child custody dispute 1, domestic disturbance 3, emotional disorder 1, erratic driver 2, escort person or money 1, for police department information 9, house/vacation check 23, keys locked (vehicle, house, etc.) 3, medical emergency 23, miscellaneous police nature 8, Township park check 10, public service 1, repossession 2, police report 20, suspicious condition 3, suspicious person 1, suspicious vehicle 1, theft 1, traffic general hazards 5, traffic stop 10, warrant hit or service 3, and 6 well-being checks. January criminal arrests are as follows: illegally operating a motor vehicle – Bench Warrant. These do not include any pending arrest resulting from any criminal investigations.
Public Works Report: Mr. Taylor stated he will give the December, 2018 report first, since it was not done last month. For the month of December, there were no weather events to report. This allowed for employees to take their leftover vacation time during the month which limited the tasks completed for the month. The Department was nonetheless, well prepared in the event of winter weather impacting our Township. Several street signs were repaired or replaced from damage by vehicles. Storm drains were inspected and cleaned out if necessary. Several sink-holes within the sewer lines were filled and some pot holes have been patched. Emphasis was placed on re-inspection of all winter maintenance equipment and vehicles. As a reminder to all residents, the Department can be contacted at sadsburypublicworks@comcast.net regarding road conditions such as pot holes, trees down or a clogged sewer drain. We also welcome any concerns, complaints or complements related to snow removal and de-icing roads. It is public comment that helps us to continually improve the level of service to the residents of Sadsbury Township. The equipment hours were 2.1 and the vehicle miles were 303.6.
For the month of January 2019, The Public Works Department spent a majority of its time preparing and responding to 4 separate winter weather events in which plowing operations were deployed and or the treatment of roads with de-icing agents were used. The four instances occurred on January 12 and 13, January 17 and 18, January 19, and January 29 and 30. Before and after a winter event, we prepare all snow and ice removal equipment by preforming equipment maintenance checks. Also, for the month of January, the Public Works Department maintained all storm drains, as well as ditches, recorded sewer meter readings for the fourth quarter. Pot holes were repaired on First Avenue, Limestone and Skiles Roads and several street signs were repaired and Christmas trees were picked up in the Township. Equipment hours were 6.5 and the vehicles traveled 1,175.8 miles.
Mr. Taylor mentioned that it is time to renew the salt contract and he would like to do the same as last year.
Mr. Taylor made a motion, seconded by Mr. Reynolds, to order salt from Eastern Salt Company through the Co-Stars program. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Taylor stated in the Generator Maintenance Contract, the Township pays for 1 major and 3 minor services done at the Township building and the pump station. Mr. Reynolds stated that the Township should not renew for the pump station since we will not own it.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve Modern Group to do a major update on the Township building generator only. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Taylor stated the Public Works Department picked up over 150 Christmas trees. Some of the trees went to Weaver’s Mulch but most went to a farmer in West Caln.
Tony Clark asked if there is an inspection for road repair? Mr. MacCombie stated that is usually done in the spring with Herb MacCombie. Tony Clark asked if there is grant money for roads. Mr. MacCombie stated that Liquid Fuels is the only money for roads. Grant money is only for special projects, such as a bridge; not normal road work.
Emergency Management Coordinator Report: Mr. Taylor has gotten his information into the County.
Keystone Valley Fire Company Report: For the month of January, 2019, The Keystone Valley Fire Company responded to 21 calls for: fire 10, rescue/medical assist 9, hazard 1 and service 1. The response by municipality is: West Sadsbury Township 6, Highland Township 1, Parkesburg Borough 6, Sadsbury (OOD) 1 and Out of District 7. The average response per call was 7, with a total of 137 personnel for combined response hours 84.42 hours. The average response time was 6:58 from dispatch to scene. The fire units traveled 1,430 miles and used 118.4 gallons of fuel. The ambulance(s) traveled 3,017 miles and used 272.4 gallons of fuel. The Keystone Valley EMS Division responded to 108 calls for: treated/transported BLS 34, treated/transported ALS 36, no services required 14, patient refusal 17, recalled 4, treat and transfer 1, list Assist-public assist 2. The municipal break-down is as follows: Parkesburg Borough 41, Sadsbury Township 36, West Sadsbury Township 13, Highland Township 10, and Out of District 8.
Sadsbury Fire Company Report: For the month of January, 2019 the Sadsburyville Fire Company responded to 14 calls for: motor vehicle accident 6, automatic fire alarm 3, structure fire 3, trash fire 1, and appliance fire 1. The break-down by municipality is as follows: Sadsbury Township 7, West Sadsbury Township 3, Parkesburg Borough 1, East Fallowfield Township 2, and West Caln Township 1. There were 105 firefighters responding with an average of 7.5 firefighters per call. There were 84 miles traveled with an average of 6 miles per call. The time in services was 13 hours and 19 minutes with an average of 57.1 minutes per call.
Township Engineer Report: 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 $265.00 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve an Engineering Escrow release of fund for Sadsbury Arcadia Associates, L.P. for Sadsbury Park Phase 3B in the amount of $265.00 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. MacCombie reported he has an Engineering Escrow release of funds for Rock Holdings PA, LLC in the amount of $635.62 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve an Engineering Escrow release of funds for Rock Holdings PA LLC in the amount of $635.62 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. MacCombie reported he has Release #5 for the Letter of Credit Reduction Certificate of Completion for the CTDI expansion in the amount of $34,740.00 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to approve Release #5 for the Letter of Credit Reduction Certificate of Completion for the CTD expansion in the amount of $34,740.00 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. MacCombie reported he has an Engineering Escrow release of funds for CTDI Grading Permit in the amount of $1,600.64 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to approve an Engineering Escrow release of funds for CTDI Grading Permit in the amount of $1,600.64 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. MacCombie reported he has an Engineering Escrow release of funds for the CTDI Building Expansion Land Development in the amount of $6,612.49 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve an Engineering Escrow release of funds for the CTDI Building Expansion Land Development in the amount of $6,612.49 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. MacCombie stated he has another Engineering Escrow release of funds for the CTDI Building Expansion Land Development in the amount of $1,122.50 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to approve an Engineering Escrow release of funds for the CTDI Building Expansion Land Development in the amount of $1,122.50 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. MacCombie has nothing to report on the Octorara Bridge at this time.
Mr. MacCombie stated that Pennsylvania American had questions about the sewer sale, and they were answered. His office is almost completed going through the maze of easements.
Mr. MacCombie stated the permit to operate the sewer systems needs to be transferred from the Township to Pennsylvania American. DEP is aware the sewer will be transferred due to the Act 537 plan.
Mr. Reynolds made a motion, seconded by Mr. Moore, to transfer the permit to operate the sewer system from Sadsbury Township to Pennsylvania American Water Company. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. MacCombie stated that the property across the bridge on Western Avenue was not plowed because it is private property. He stated he had questions about this and wanted to make it clear why this was not plowed by the Township.
Township Solicitor Report: Mr. O’Keefe reported that the Public Works Contract with the Teamsters is ready to be approved, if the Board desires.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to approve the Public Works Teamsters Contract retro back to January 1, 2019 for a 3 year period. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe stated that at the last meeting, a snow plowing/mailbox policy was presented to the Board to consider for approval.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to approve Sadsbury Township snow removal, mailbox reimbursement Policy for 2019. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe would like to discuss an Ordinance creating the Township Manager position. Mr. Reynolds feels the creation of an Ordinance for Township Manager would be on the books and can choose to fill the positon or not. The Ordinance before was for the right idea but not executed well. He feels the Supervisors cannot handle documents that come into the office, and should have someone with the knowledge to handle the day to day procedures. Mr. Reynolds stated the qualifications and list of experience will be developed along with pay scale and duties at another time. This is a work in progress. Mr. O’Keefe stated the Second Class Township Code only suggests the Township create the Ordinance. The first Ordinance was rescinded. This new Ordinance will replace the first one.
Christine Moore stated that the residents do not want the position of Township Manager. She stated that John Moore ran for Supervisor to do away with the Township Manager Position.
Vicky Horan stated, as a past Supervisor, she feels the Township does need a Township Manager because the Supervisors are part-time, as they all have full-time jobs elsewhere. The Manager will do the day to day business and report back to the Supervisors.
Christine Moore asked if the Township plans to have a Township Treasurer and a Township Manager.
Mr. O’Keefe stated that the Second Class Township Code states they must name a Treasurer and the Treasurer can do both positions.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve Ordinance 2019-01, an Ordinance of Sadsbury Township creating the positon of Township Manager. With there being no further questions from the public, Mr. Reynolds and Mr. Moore voting “aye” and Mr. Taylor abstaining, the motion passed.
Mr. O’Keefe asked the Board if they were interested in exploring a snow parking Ordinance. Mr. Reynolds stated that if the Road Crew says they need it, it should be looked into. The Ordinance should mention which roads should be considered, how much snow should be considered. Chief Ranck stated he would have no trouble having cars towed off the street if the Ordinance stated that. Mr. O’Keefe will get together with Dave Simmons to work on an Ordinance.
Mr. O’Keefe reported that Fulton Bank requires the Township adopt a resolution to execute the documents for the sale of the new police vehicle. The delivery of the vehicle will be soon.
Mr. Reynolds made a motion, seconded by Mr. Moore, to adopt Resolution 2019-04, a Resolution regarding a master lease with Fulton Bank, N.A. to purchase the new police vehicle. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe would like an opinion of the Board concerning the Zoning Application of Michael Kaiser who would like to increase the impervious surface of a patio by 1% over what is allowed in the Township Ordinance. The Board has no opinion on this and let it go through the process.
Mr. O’Keefe asked the Board if they would approve Chief Ranck’s Contract for the 2019 year as written and discussed.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve the contract for Chief Ranck to expire on December 31, 2019. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe stated the closing for the sale of the Sewer System is scheduled for March 6, 2019.
Township Planning Commission: Mr. Moore reported the Planning Commission met on Wednesday, January 16, 2019. Since there was not a quorum, the reorganizational meeting will be held in February. The dates for the upcoming meetings for the year were set to be advertised. Mr. Edward Theurkauf of Theurkauf Design and Planning has been working on a draft amendment to the Township Landscape Ordinance. He talked about some of the revisions he would like to make and he proposed some of his changes to make the Ordinance less burdensome. He will come back to the Planning Commission at a later date as he continues to work on the project.
Township Building/Zoning Report: For the month of January, 2019, there were 3 Commercial permits issued and 13 residential permits issued. 7 Middle Street was issued a non-traffic citation submitted to Commonwealth of Pennsylvania against Cheryl M. Potter & Bruce Potter, Jr. for continued occupation of an unsafe dwelling.
Chester County Airport Update: Mr. Roberts reported the Authority received a multi-model grant from PennDOT for the Airport expansion. Sikorsky is in the process of transferring the bridge/tunnel over to the Authority. Harrisburg will now be towering the flights instead of Lancaster. The search for a tenant for the restaurant is still on-going.
Payment of Invoices:
Mr. Reynolds made a motion, seconded by Mr. Moore, to pay the January 2019 General Fund Invoices in the amount of $148,749.46. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to pay the January, 2019 Sanitary Sewer invoices in the amount of $74,034.25. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
New Business:
Mr. Dan McKenna from Wilkinson & Associates came to update the Board on an amended Land Development plan for D&S Developers. A light industrial office and warehouse are to be built on a 111/2 acre tract on Valley Road around Western Avenue and close to the border of Parkesburg Borough. The Governor’s Extension Act will expire in April, 2019. The plan has not changed since it was first presented in 2004. Mr. McKenna stated they will update traffic study, contact PennDOT for new permit, and wait for comments from the Conservation District.
Mr. MacCombie stated that Mike Sodl. From Wilkinson & Associates, called his office yesterday for a review letter. The policy is to come before the Board of Supervisors for plan presentation. The plans that Mr. MacCombie received this evening, had no seal or signature; plus, there is no escrow placed with the Township. Mr. MacCombie wants to confirm time-wise of the Governor’s Extension Act. The application fee must be paid to the Township and an escrow needs to be set up. Mr. MacCombie is okay with Mr. McKenna not coming back to make another presentation. Mr. McKenna would like to tie into public sewer, but he needs easements.
Mr. Reynolds made a motion, seconded by Mr. Moore, to accept the resignation of Carlyle Rivers from the Planning Commission effective December 31, 2018. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Reynolds made a motion, seconded by Mr. Moore, to advertise the vacancy on the Planning Commission on the web site for a 4 year term. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Reynolds stated that the term for Eric Schmelzer needs to be renewed for the Zoning Hearing Board.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to adopt Resolution 2019-05 appointing Eric Schmelzer to serve on the Zoning Hearing Board, with a term to expire on December 21, 2022. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Reynolds stated the phones at the Township Building are in bad shape and we can’t find the manuals on how to fix some of the problems. Jamie Bowers from the Public Works Department found phones from Atlas Phones.com. The Township can purchase 9 phones at $19.99 each for a total of $179.91. They will all be connected to the Township Building and the Road Department.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to purchase 9 phones from Atlas.com at a cost of $179.91 for the Township and Road Department with no service contract. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Reynolds stated that the cost of the audit for the Township from Maulo & Company will be $13,400 for the audit of the year ending December 31, 2018.
Mr. Reynolds made a motion, seconded by Mr. Taylor to accept Maulo and Company prepare the audit for the year ending December 31, 2018 in the amount of $13,400 which is the same as last year. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Old Business;
Mr. Reynolds stated they will look into the PSATS Conference April 14-17, next month.
Mr. Reynolds stated that the line item in the Township Budget for fire rescue service. What is the Board’s feeling about who it goes to? This developed a problem last year, so he thought it should be brought up now. Mr. Taylor stated he thought the Board covered that it was going to Sadsburyville Fire Company. Mr. Reynolds asked if half could be dispersed now and half in July. Mr. Moore and Mr. Taylor agreed.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to disperse the fire rescue service to Sadburyville Fire Company. Half will be dispersed now and the other half to be dispersed in July. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe wants to make it clear that Mr. Reynolds and Mr. Taylor are no longer officers of their respected fire companies.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to send the Public Works Foreman to the PennDOT Symposium at the PSATS Conference in Hershey. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Public Comment:
Karen Griffith of Middle Street stated the middle house at 9 Middle Street is now vacant and there are 8 people living at 7 Middle Street. Mr. O’Keefe stated there is some confusion with District Court and what actions are being taken there. They, at some point will be called to a summary trial.
Mr. Reynolds would like Mr. O’Keefe to see if the residence can be boarded up. Mr. O’Keefe will look into this and research time limits on boarding up the residence.
There is also a complaint about 12 Lemon Alley. This is an abandoned home for 3 years. It is posted on the front door there if evidence of mold. The neighboring resident can get no satisfaction from the Mortgage Company. The back door is open and mold spores are coming directly into the neighboring home. This property is up for auction now and squirrels are living in the home now. He would like to have the door shut.
Mr. O’Keefe will bring up this problem with Andy Kirk, the Township Codes Officer. Mr. Reynolds also wants him to look at 23 Stove pipe Hill Road and Mr. Moore would like him to add 305 Compass Road to the list.
With there being no further business, Mr. Reynolds made a motion, seconded by Mr. Moore, to adjourn the meeting. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Respectfully Submitted,
Linda Shank
Secretary