A regular Board of Supervisors meeting was conducted on Tuesday, March 6, 2018 commencing at 7:00 p.m. Chairman, Mr. Reynolds called the meeting to order. Present was Supervisor, Mr. Moore, Mr. Taylor via telephone connection, Township Solicitor, Mr. O’Keefe, Township Engineer, Mr. MacCombie, and members of the community.
A moment of silence and Pledge of Allegiance was observed.
Mr. O’Keefe announced the Board met in Executive Session on February 18th to discuss the sewer sale.
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 Treasurer Report: Ms. Russell reported that the Public Works cleaned out the old storage unit and brought over 50 or more boxes of documents to the township to go through and organize. Between Ms. Russell and the road crew the boxes will be labeled and transported to the new storage unit. Thank you, Dave and Todd for all your hard work. Ms. Russell is working on a property file for each tax parcel number. This will be an on-going project. The first audit for the Liquid Fuels went great and now gearing up for the annual audits due to take place in June. The Liquid Fuels allocation is being deposited in our account on March 9th. The PSATS conference is April 22-25 in Hershey. This is a great time for all staff and Board to go and take classes in Municipal Government. Please e-mail Ms. Russell if you want to go so she can put your names on the list. There will be a staff meeting this Thursday for all full-time employees. Ms. Russell has taken an on-line course for furthering education in records retention. There are two more classes she needs to finish her Municipal Masters Certification through PSATS. We are almost finished clearing out the back office to have more space for the police department. Mr. Taylor thanked Mrs. Russell for all the work she is doing, it is very much appreciated.
Township Police Report: Chief Ranck reported the police patrolled 3,495 miles and handled 230 incidents during the month of February, 2018 for: 911 hang-up 3, vehicle crash with injuries 1, other type accident 1, property damage crash 3, alarm fire 2, alarm police 6, verified alarm response information 1, animal complaint 1, overdose 1, assault with injuries 1, assist to other police department 5, attempt to locate vehicle 1, DOA actual or possible 1, shrubbery fire 1, business check 67, civil dispute 2, disorderly conduct 1, disturbance 1, domestic dispute 4, illegal dumping 1, fire arms violation 1, for police department information 9, house fire 1, house/vacation check 19, keys locked (vehicle, house, etc.) 1, medical emergency 25, noise complaint 1, odor investigation 1, Township Park check 6, parking violation 9, phone assignment 1, police report (not in progress) 33, shots hear or shooting (no injuries) 1, suspicious condition 7, suspicious vehicle 1, traffic hazards 3, and traffic stops 13. The Pennsylvania State Police also handled incidents during the hours of midnight and 8:00 a.m. Chief Ranck reported the criminal arrests in February are as follows: 2 felony receiving stolen property, unsworn falsification to law enforcement, unlawfull purchase of a firearm, simple assault, terroristic threats, recklessly endangering another person, 2 Bench warrant arrests, misdemeanor scattering rubbish, and 1 disorderly conduct. These arrests do not include any active criminal investigations which may result in an arrest. The 2018 Dodge Charger was placed in service on 2/12/18 as an unmarked patrol unit. February 26, 2018 marked the date that Chief Ranck served 50 years as a police officer. Mr. Taylor congratulated Chief Ranck on his achievement and thanked the police for taking all the medical calls that they do.
Public Works Report: For the month of February, 2018, the Public Works Department prepared and responded to three separate winter weather events in which plowing operations were deployed and the treatment of roads with de-icing agents were used. It is important to note after a winter weather event all vehicles, plows and de-icing equipment are washed and inspected for any damage or worn parts. If warranted any damage or worn parts are replaced as soon as it is possible. All equipment is then prepared and ready for the next weather event. For the month of February, all pot holes have been filled throughout the Township, with the exception of Timacula Road; which will be addressed within the next several weeks. Several street and road signs have been straightened, replaced or repaired during the month. The Department has maintained through basic and general maintenance all vehicles, equipment and our storm water drain system. A minor amount of time was invested in inquiring about potential grant opportunities to improve our park system and are in the preliminary stages of the grant process through the Pennsylvania Department of Community and Economic Development. Cameras located in hidden areas are used to catch illegal activity, such as illegal dumping and turfing in the Township have led to an arrest of a subject illegally dumping approximately 50+ tires on Greenbelt Drive. The subject was recorded dumping on multiple separate occasions over the past year. The subject was identified and is currently facing charges. The best way and most efficient way to report a pot hole, tree down, icy road, or any type of hazardous road condition is to e-mail the Department at Sadsburypublicworks@Comcast.net or phone the Department at 610-857-3733. If the road issue or condition is life threatening or a serious safety concern, pleas dial 911. The equipment hours are 15.2 and 1,107.4 miles were put on the vehicles. The vehicles are ready to go tonight for the large amount of snow that is in the forecast.
Emergency Management Report: Mr. Taylor reported that there is a lot of training being done with the county. The Public Works Department received the radios from the county for emergencies. There has been no declaration of emergency yet. But it would be a good idea to have one on hand in case it is needed tomorrow.
Keystone Valley Fie Department Report: Chief Cazillo reported that for the month of February, the Keystone Valley Fire Department responded to 11 calls for: fire 4, rescue/medical assist 4, cover 1, and fire police 1. The response by municipality is as follows: West Sadsbury Township 3, Highland Township 1, Parkesburg Borough 4, Sadsbury Township OOD -O, and Out of District 3. The average response by personnel per call was 11, with a total of 82 personnel for combined response hours of 61.30 hours. The average response time dispatched to on scene was 6.30 minutes. There were 3 in-house trainings with 60 members attending for 180 hours combined training hours. The fire units traveled 1,438 miles and used 153.3 gallons of fuel. The ambulance (s) traveled 2,983 miles and used 256.8 gallons of fuel. There was a total of 23 maintenance hours on all apparatus with a total of $2,344.22 spent on maintenance and repairs. The Keystone Valley EMS Division responded to 81 calls for: treated/transported BLS 37, treated/transported ALS 22, no service required 12, patient refusal 5, recall on route 1, public service 2, dead on arrival 1, and treated and released 1. The municipal break-down is as follows: Parkesburg Borough 21, Sadsbury Township 29, West Sadsbury Township 19, Highland Township 4, and out of district 8.
Sadsburyville Fire Company Report: For the month of February, the Sadsburyville Fire Company responded to 14 calls for: auto accidents 2, building fires 2, gas grill 1, engine transfer 1, odor investigation 1, assist EMS 5, and automatic fire alarms 2. The municipality break-down is as follows: Sadsbury Township 10, Coatesville City 3, and Valley Township 1. There were 91 volunteer firefighters responding with an average of 6.5 per incident. 110 miles were traveled with an average of 7.8 miles per incident. There were 3 hours and 11 minutes in service and an average response time dispatched to enroute of 4 minutes 15 seconds and dispatched to on scene of 6 minutes and 37 seconds. There was 46 hours of training with 24 personnel attending.
Township Park Committee Report: Mr. Jessey reported the Park Committee met on February 26, 2018. Mr. Jessey reported that after conferring with Brenda of the PRINT Company, he learned the township would now have to pay for the distribution of the copies of the Municipal Directory to township properties. The matter will be raised to the Supervisors at their next meeting. There should be no scheduling conflict with the softball and baseball teams using Bert Reel Park. The Committee would like to have the Public Works Department mow the field on Fridays. Mr. Jessey will press the Supervisors to make a decision on whether or not to continue rentals at Bert Reel Park. Preparations for the June 9 BBQ event are well underway. Tickets have been printed and are available at Hensel’s Mowing Service and P.J.’s Deli for $12.00. There will be a rotation basis for running the Snack Shack this season. A date for Community Day has not been set.
Mr. Reynolds asked if anyone had any feelings about the park rental. The fee to rent the pavilion is at present $100.00 with a $25.00 refund if the park is left in good condition. Chief Ranck states that he lives near the park and there is pounding noise as late as 8:00 p.m. Jane Heineman stated to make the rent $200.00 and give $50.00 back in refund. A suggestion was made to have the hours for the rental from 12 pm to close at 6:00 p.m. and make it clear that they are only renting the pavilion, that the park is a public park. Mr. Jesse will make up a new rental form.
Township Engineer Report: Mr. MacCombie reported the Flood Plane report was finished and sent in to the Economic and Community Development Department by the dead line. Sewer calculates for West Caln have been given to the Township. The proposal to televise the sewer lines at Broad Meadow and Fox Trail in the Sadsbury Village Development to see if the sink hole located in that area has to do with the sewer line came in at $400.00.
Mr. MacCombie stated he has a Letter of Credit Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP, For Sadsbury Park, Phase 3B Basins E & F in the amount of $110,091.10 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to approve a Letter of Credit Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP, for Sadsbury Park, Phase 3B Basins E & F in the amount of $110,091.10 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 a Letter of Credit Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP, for Sadsbury Park, Phase 3B in the amount of $36,420.33 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to approve a Letter of Credit Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP, for Sadsbury Park, Phase B in the amount of $36,420.33 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 an Engineering Escrow release of funds for Sadsbury Arcadia Associates, LP, for Sadsbury Park Phase 3B in the amount of $7,640.00 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve an Engineering Escrow release of funds for Sadsbury Arcadia Associates, LP, for Sadsbury Park Phase 3B in the amount of $7,640.00 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 an Engineering Escrow release of funds for Sadsbury Arcadia Associates, LP for Sadsbury Park Phase 3B – Basin E & F Grading Permit in the amount of $1,151.25 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore to approve an Engineering Escrow release of funds for Sadsbury Arcadia Associates, LP for Sadsbury Park Phase 3B – Basin E & F Grading Permit in the amount of $1,151.25 per Mr. MacCombie’s recommendation. With there being no questions from the public, the Board voting “aye” the motion passed unanimously.
Mr. Joseph Russella came before the Board to ask for Preliminary/Final Land Development approval and consideration of 4 waiver requests for Morris Farm -Lot 7B, Rock Holdings, LLC. From the Township Subdivision and Land Development Ordinance. A waiver is requested from Section 303.C.3.a. to allow topographic information older than 3 years to be utilized on this project. A partial waiver is requested from Section 426.C.1&2. To allow a reduction in the lighting design standards and illumination standards by reducing the maintained foot-candles and uniformity average to minimum. A partial waiver from Section 427.F.1. from the total quantities of required planting for gross building area and parking and loading areas. But to further enhance the perimeter buffer areas adjacent to residential uses. Where deficiencies occur, the applicant intends to take credit for transplanting existing material and or pay the fee in lieu of. A partial waiver from section 427.H.5.a. to not require a 10-foot-wide planting strip between the parking area and building but to displace that material to further enhance the perimeter buffers adjacent to residential uses. Mr. Russella received a new review letter from Jamie MacCombie dated March 6, 2018; and hope to comply by the April meeting. Mr. Taylor asked if anyone from the adjoining properties have any questions? Vicky Horan stated that she sent an e-mail about the lighting issue, but the matter has been taken care of. Joseph Russella sated that LED lights don’t give off a glare. Mr. MacCombie would like to make sure that all that is needed for the expansion is 1EDU.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to grant approval for the Preliminary/Final Land Development of Rock Holdings at Morris Farm lot 7B contingent all the financial security is approved and contingent on compliance with outside agencies and MacCombie’s letter of March 6, 2018, and agree to alter any lighting if the Township has an issue within a 12- month period. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. MacCombie stated he received an extension letter from Sadsbury Commons to April 30, 2018. Mr. Gill will be looking for conditional plan approval at the next Board of Supervisors meeting.
Township Solicitor Report: Mr. O’keefe stated there has been some confusion on the upkeep of sidewalks in the Township and he would like the Board to authorize him to advertise the proposed sidewalk ordinance.
Mr. Reynolds made a motion, seconded by Mr. Moore, to authorize Mr. O’Keefe to advertise the proposed sidewalk ordinance. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe has prepared Ordinance 2018-01 abolishing the position of Township Manager at the Board’s request.
Mr. Reynolds made a motion, seconded by Mr. Moore, to adopt Ordinance 2018-01, abolishing the position of Township Manager. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe would like to have the Board adopt Resolution 2018-08 a resolution adopting new Police policies. Mr. O’Keefe stated that covered in the new policy would be candidate selection process, records management, property evidence control., persons recording police employees, job description, duties, and responsibilities, and vehicle enforcement actions.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to adopt Resolution 2018-08, a resolution adopting new police policies. With there being no questions from the public, he Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe would like the Board to give him permission to advertise the 2018 sewer rate increase from $13.50 per thousand gallons to $14.18 per thousand gallons.
Mr. Reynolds made a motion, seconded by Mr. Taylor, to authorize Mr. O’Keefe to advertise the sewer rate increase from $13.50 per thousand gallons to $14.18 per thousand gallons. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe stated he has received a response letter from the Pennsylvania Ethics Commission dated February 28, 2018. The letter stated the Commission is working on other pressing business and Mr. O’Keefe should receive a reply to his request within the next ten to fifteen business days. Mr. O’Keefe should have something by the Board of Supervisors meeting in April.
Township Planning Commission Report: Ms. Heineman reported the Planning Commission met on Wednesday, February 14, 2018 commencing at 7:00 p.m. Joseph Russella came before the Planning Commission concerning the John Rock Project and gave a presentation of the project. Mr. Russella is asking for 4 waivers from the Township Subdivision and Land Development Ordinance. A recommendation was given from the Planning Commission for the Board of Supervisors to approve the waivers and also recommended approval for Preliminary/Final plans of Morris Farm Lot 7B contingent on completion of the outstanding items on the Township Engineer letter dated February 5, 2018 and all other consultants, plus a will serve letter from Pennsylvania American Water Company.
Chester County Airport Update: Mr. Roberts reported the Airport Authority met today. A fence is going up mostly to keep deer of the runway. Runway repairs will be done after Memorial Day. Someone is seriously looking to open the restaurant at the Airport.
Payment of Invoices:
Mr. Reynolds made a motion, seconded by Mr. Moore, to pay the February 2018 General Fund invoices in the amount of $140,626.19. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Reynolds made a motion, seconded b Mr. Moore, to pay the February 2018 Sanitary Sewer invoices in the amount of $28,548.86. With there being no questions fro the public, the Board voting “aye”, the motion passed unanimously.
New Business:
The Chester County Tax Collection Committee is asking the township to appoint a primary voting delegate, first alternate voting delegate, and second alternate delegate.
The appointment resolution must be adopted by the Township and sent to the Chester County Tax Collection Committee.
Mr. Reynolds made a motion, seconded by Mr. Moore, to adopt the Chester County Tax Collection Delegate Resolution naming Mr. Reynolds, Primary Voting Delegate, Mr. Moore as First Alternate Delegate, and Mr. Taylor as Second Alternate voting delegate. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Old Business:
Jonny Damon of Gateway Church came before the Board of Supervisors concerning a plan submitted for a gazebo and a walking trail. He felt the last Codes Officer was a little rough to work with. He has come here to ask the Supervisors for some help. He has people walking around the parking lot at the church for exercise, and he would like a mulch walking trail that would also support the residents. The church has 35 acres, and would like to make them available to the residents. In the future he would like to have an athletic field, possibly one little league field and a multi-purpose/soccer field; along with an archery range. He would also like to be allowed to put up an additional logo to show who they are. Mr. Damon would also request to see what is possible for the Board to smooth out the process to get a grading permit. Mr. MacCombie stated that it is his recollection that the proposed pavilion is not in the same location as the “future” pavilion. The movement of dirt requires a grading permit. The pavilion and snack bar would need a Land Development Plan., then you would still need a building permit. Mr. Damon noted that he was working with the Zoning Officer last year and thought he was following the proper procedures and spent considerable money, thinking approved Land Development was on the horizon. Mr. Damon would like to know if they could get a grading permit for prep work, knowing plans would be submitted for Land Development. Mr. Damon stated that with the trail and the pavilion, it would be less than an acre. Mr. MacCombie stated their plan would need to be revised to address Storm Water Management. His advice would be to take the pavilion off the plan for a grading permit. Mr. Damon asked what defines a structure. Mr. MacCombie answered that anything that has a roof is a structure. A slab is not a structure. Mr. Reynolds would like to streamline this project for them. Mr. MacCombie stated the person who drew-up the plans and your Engineer should know what the Township requires. The pavilion must be built on the location shown or plans. If it is moved a foot or so, no problem. Mr. MacCombie would like to know the footage change in the position of the pavilion. Mr. Damon stated it was moved 65 feet. Mr. MacCombie stated that it is in the Boards authority to waive Land Development. Mr. Reynolds stated the Board needs to be apprised of what it can do. Mr. O’Keefe will look at the plans at what was proposed and what was proposed originally. He will need the plans before the April meeting and he will report after he studies the plan.
Public Comment:
Mr. Taylor stated that Gateway Church is a nice facility, and he hopes to be able to walk on the trail.
Dick Dague, President of the Historical Society, stated the PennDOT program for the interchange at Boyd’s Corner would impact the Piston Poppers. Is the Township involved with PennDOT? Mr. MacCombie stated PennDOT has made no progress and they are on a 12 year tip. There is no funding at this time and the project is in limbo now.
Faye Monte stated PennDOT may not use all the property. Could the track still operate. Mr. MacCombie stated he will talk to the Municipality about the land acquisition.
Scott Weaver wants to commend the church for wanting to set something up for the residents of the Township.
A resident asked when will Sadsbury Park roads be dedicated to the Township. Mr. MacCombie answered that only certain roads will be dedicated, and he doesn’t know when.
A resident stated the new houses in Sadsbury Park have on-street parking. Construction trucks come in on Blackberry Lane in Sadsbury Village to get to the new development. Why can’t they come into the development where they are working?
Mr. Taylor stated that if he had to do it over again, he would never have accepted the roads in Sadsbury Village. Have the gentleman take pictures of the construction vehicles and we will see how we can take care of the situation.
Mr. Taylor stated the Public Works Department is getting rid of the 390 off-set flail mower attachment for the John Deere. It is not designed for what we need it to do. It suffered a lot of damage in the short time it was in use; and would cost too much to repair. The front doors at the Township building are the only commercial doors, the rest of the doors are residential, and should be replaced at some point.
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