Board of Supervisors Regular Meeting, Tuesday, September 4, 2018
A regular meeting of the Board of Supervisors was conducted on Tuesday, September 4, 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, Mr. O’Keefe, Township Solicitor, Township Engineer, Mr. O’Neal, and members of the community.
A moment of silence and Pledge of Allegiance was observed.
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.
Police Report: During the month of August, there were 4,409 miles patrolled throughout the Township. Sadsbury Police answered 317 dispatched incidents and the Pennsylvania State Police answered 18 incidents during the overnight hours from midnight to 8:00 a.m. for a total of 335 Township incidents as follows: assault with injuries 1, hit & run crash 1, accident motorcycle 1, accident other type 1, property damage crash 5, vehicle crash (pedestrian struck) 1, alarm carbon monoxide 3, alarm fire 2, alarm police 10, animal complaint 2, assist to other police department 10, attempt to locate person 1, bomb threat 1, burglary 1, business check 106, civil dispute 1, criminal mischief/vandalism 1, disabled vehicle 3, disturbance 5, domestic disturbance 4, driving under the influence 1, emotional disorder 1, erratic driver 4, escort person or money 1, for police information 5, harassment 1, house/vacation check 7, keys locked (vehicle, house, etc) 1, medical emergency 18, miscellaneous police nature 12, Township Park check 11, parking violation 1, service of PFA Order 1, police report 20, subject stop (suspicious person) 1, suspicious conditions 3, suspicious person 2, suspicious vehicle 3, theft 2, traffic general hazards 8, traffic stop 13, and well being check 4. The August 2018 Criminal arrest are as follows: DUI, aggravated assault, simple assault, resisting arrest, (2) disorderly conducts, leaving the scene of an accident and related charges, possession of controlled substances, possession of drug paraphernalia, and firearms not to be carried without a license.
Public Works Report: For the month of August, the Public Works Department maintained Township owned properties, right-a-ways, buildings, signs, equipment, and our storm water drain system. Roadside mowing and extensive brush cutting has been done on most Township roads. Weed trimming and further brush cutting has been done on all bridges, signs, guild rail and other pertinent areas along roadways in an effort to improve sight distance for vehicular travel. This month, heavy rains forced the temporary closing of Greenbelt Drive, Timacula Road, and Old Mill Road due to the Buck Run Creek overflowing its banks and cresting these roads. The flooding was considered to be moderate, although it was close to being considered major. During this event, no roads were compromised by the flooding water. The biggest issue was what was left behind after the water receded. Large amounts of rocks, mud and vegetative matter had to be cleared from the roads. Several trees and large limbs came down across roadways due to saturated soil. A large tree on Quarry Road, just west of Autumn Trail came down taking electrical and communication lines. Quarry Road was closed for a short time before lines were repaired and the road was re-opened. The Township also experienced several power outages this month which compelled the Public Works Department to deploy generators at traffic lights. Lastly, storm drains have been periodically checked and cleared if needed. The equipment hours were 8.5 and the vehicle miles was 564.
Emergency Management Report: No report
Keystone Valley Fire Department Report: For the month of August, the Keystone Valley Fire Department responded to 21 calls for: fire 7, rescue/medical assist 5, good intent 5, false 2, and fire police 2. The response by municipality was as follows: West Sadsbury Township 6, Highland Township 0, Parkesburg Borough 8, Sadsbury Township OOD 3, and Out of District 4. The response by personnel average response per call was 8 for a total of 154 personnel for combined response hours 98.18 hours. The average response time from dispatch to response was 9024 minutes. There were three in-house trainings with 49 members attending for 127.54 hours combined training hours. The apparatus and fuel costs are as follows: fire units traveled 1,753 miles using 667 gallons of fuel. The ambulance (s) traveled 3,370 miles and used 435.7 gallons of fuel, with a total of 5,123 miles traveled and 667 gallons of fuel used. The Keystone Valley EMS Division responded to 103 calls for: treated/transported BLS 38, treated/transported ALS 27, no services required 14, patient refusal 9, recalled on route 5, recalled on scene 2, dead on arrival 2, treat and transport by PD 1, and standby 5. The municipal breakdown is as follows: Parkesburg Borough 36, Sadsbury Township 31, West Sadsbury Township 21, Highland Township 4, and Out of District 11.
Sadsburyville Fire Company Report:
Township Treasurer’s Report: Ms. Russell reports that the Township has begun to work on the budget for 2019. No cash is being accepted at the Township for any payments. Over 40 boxes have been taken to storage of old documents and we have shredded old financial documents from 2009 and 2010. We have met with PMRS in regard to the pension plan for the police department. Hours have been spent working on the new website for the Township. The new website will be live next week.
Township Park Committee Report: The Sadsbury Township Park Committee met on August 27, 2018. Mr. Jessey reported that everything is falling into place and everything is ready for Community Day on September 8, 2018. The Committee has decided to clean up and close the snack shack after Community Day and any money raised will be turned over to the Township. Mr. Jessey announced that he and Mrs. Jessey will end their involvement in the Parks and Recreation Committee after Community Day. Mr. and Mrs. Hensel announced the same. Mr. Jessey pledged to make himself available to Mr. Damon to make the transition easier.
Township Engineer Report: Mr. O’Neal reported he has a Letter of Credit Certificate of Completion for Rock Holdings PA., LLC for 500 Independence Way for an 88,000 SF Warehouse in the amount of $226,419.98 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve a Letter of Credit Certificate of Completion for Rock Holdings PA. LLC for 500 Independence Way for an 88,000 SF Warehouse in the amount of $226,419.98 per Mr. O’Neal’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Neal reported he has Letter of Credit Account Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP for Sadsbury Park, Phase 2A in the amount of $35,814.83 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve a Letter of Credit Account Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP for Sadsbury Park, Phase 2A in the amount of $35,814.83 per Mr. O’Neal’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Neal reported he has a Bank Reserve Account Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP for Sadsbury Park, Phase 4C in the amount of $22,521.71 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve a Bank Reserve Account Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP for Sadsbury Park, Phase 4C in the amount of $22,521.71 per Mr. O’Neal’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Neal reported he has a Letter of Credit Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP for Sadsbury Park, Phase 3B in the amount of $25,397.00 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve a Letter of Credit Reduction Certificate of Completion for Sadsbury Arcadia Associates, LP for Sadsbury Park, Phase 3B in the amount of $25,397.00 per Mr. O’Neal’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Neal reported he has an Engineering Escrow release of funds for the CTDI grading permit #28-17 in the amount of $136.87 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 Grading Permit #28-17 in the amount of $136.87 per Mr. O’Neal’s recommendation, with there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Neal reported he has an Engineering Escrow release of funds for Rock Holdings, PA LLC in the amount of $2,129.99 for the Board’s approval.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve an Engineering Escrow at Rock Holdings PA LLC in the amount of $2,129.99 per Mr. O’Neal’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Neal reported he has an Engineering Escrow release of funds for Sadsbury Arcadia Associates, LP in the amount of $1,391.87 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 in the amount of $1,391.87 per Mr. O’Neal’s recommendation. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Neal reported that DCED has no funds available at this time to replace the bridge on Octorara Road. He will look at other sources for funding.
Mr. O’Neal stated that Eric Carlson from Sadsbury Arcadia Associates is requesting the Township Engineer sign a Sewer Facilities planning module mailer for a temporary sewage holding tank. Mr. Carlson gave some background information on this request. They would like to build a new model home for Keystone Custom Homes on Lot 52 at the Northwest corner of Trego Avenue and Truman Street. He feels this is the best location because it has views of the cabana and pool and Trego Park. It would complete the 4th corner of this intersection and is within walking distance of the jogging track currently being installed and the existing playfield. It is still located very close to the intersection of Trego Avenue and Old Wilmington Road. Lot 52 is designed to be connected to public sewer system. Currently, it is not connected as the connection to this house requires the completion of a sewer line to the Sadsbury Township sewer line at the far western edge of the community in the western tributary of Buck Run and we aren’t ready to start this Phase (Phase 3B) and make this connection. We are proposing to install a temporary sewer holding tank for the model until the public sewer infrastructure to service it is complete. There will be a licensed sewer disposal company to pump out the waste and dispose of it. Tonight, Mr. Carlson is requesting that the Township authorize the Township Engineer to sign the “Sewer Facilities Planning Module Application Mailer” to allow for a temporary sanitary sewer holding tank. After approval DEP, authorization from the Chester County Health Department will be needed, and the required building permits from the Township. There is already water, gas and electricity available on the property.
Mr. O’Neal told the Board that engineering wise, he is not opposed to the holding tank, but there must be an agreement that the model home is not occupied until it is tied into the sewer system. Mr. Reynolds does not see a problem but agrees there must be an occupancy agreement. Mr. O’Keefe stated this is somewhat unique but justifiable as the elevation is such, that it is an ideal location for a model home. Mr. Taylor hopes this is a one-time deal with rules and regulations.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve MacCombie’s office to complete for DEP a Sewer Facilities Planning Modlule mailer for a temporary sewage holding tank. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Carlson also would like to dedicate Sadsbury Park Phase 4C roads, Bolin and North Harner and portions of Fox Trail and South Harner in Phase 2A to the Township. The alleys would be dedicated to the HOA. The roads are built to the standards approved on the plans. He will work with Mr. O’Keefe on the proper documentation. Mr. O’Neal is concerned with winter maintenance on Bolin Street. It is a narrow dead-end street. Snow plowing could create a problem as there is nowhere to turn around and mail boxes are on the street. Mr. O’Neal recommends not taking Bolin Street until sufficiently finished. He has no objection to Fox Trail and South Harner. Mr. Carlson disagrees and says the trash trucks on Bolin Street use the alley to turn around. Mr. Reynolds says he knows one person who has issues since the paving was done. He does not know the circumstances, and this person left the meeting on a call with the fire department. Mr. Carlson stated that paving was done to the proposed plan, and since this person was on a fire call, feel free to give her is contact information. Mr. Reynolds feels he cannot approve the roads with a complaint and he would not go against the Township Engineer. Mr. Taylor stated there is no salt for additional roads. The salt shed is out of room for additional salt. Mr. Carlson stated that one of the conditions of approval was to pay for a garage. Mr. Carlson said it would be great to get the garage underway. This will be discussed again at the next meeting.
Township Solicitor Report: Mr. O’Keefe stated he has Resolution 2018-16 concerning the Emergency Services provider. This resolution satisfies the agreement to designate Keystone Valley as the primary emergency services provider.
Mr. Reynolds made a motion, seconded by Mr. Moore, to adopt Resolution 2018-16, designating Keystone Valley as the primary emergency services provider. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe has explored several Land Planners to redo the Township Landscape Ordinance. He has contacted Planner, Liz Thomas, and has an estimate to the Supervisors at $9,000 to $12,000. Mr. O’Keefe can continue to explore other Planners,but feels Theurfauf Design and Planning is the most affordable. They are doing a project with Mr. Pompo in another Township. Mr. Reynolds stated that it is impossible to comply with the present Landscape Ordinance.
Mr. Reynolds made a motion, seconded by Mr. Moore, to employ Theurkauf Design and Planning to restructure the Township Landscape Ordinance. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. O’Keefe stated that a year or so ago, Sadsbury Commons was in communication with the Sadsbury Crossing Home Owners Association asking for an easement through the Development to the sewer line from Parkesburg to West Sadsbury. The Sadsbury Crossing HOA was reasonable and the developer will pay for the easement. Mr. O’Keefe would recommend the Board that they approve the sewer line easement and it will not be recorded until the check is in hand.
Mr. Reynolds made a motion, seconded by Mr. Moore, to approve the Sewer Easement Agreement between Sadsbury Commons and Sadsbury Crossing for connection of the sewer line through Sadsbury Crossing to West Sadsbury. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Taylor reported that Doug Howe has not received a Knox Box from Sadsburyville Fire Company for the new John Rock building in Sadsbury Township. Mr. Reynolds will take care of it. He will talk to Adam Grossman when he returns from vacation.
Township Zoning Report: For the month of August, there were 7 certificates for occupancy issued for: new commercial building 1, new residential building 5, and renovated residential 1. The permits issued from June to August 2018 are as follows: zoning permits issued 21, New commercial building 1,new residential building 18, and renovated residential building permits 2. Property maintenance notifications were sent to: 54 Friendship Way, 48 Friendship Way, 894 Old Wilmington Road, 885 Old Wilmington Road, and 7 Middle Street.
Chester County Airport Update: Mr. Roberts reported the runway at the Airport has been worked on for several weeks and is now completed. Mr. Roberts will look into a way for the Township to do fireworks that will not affect the Airport and the FAA.
Payment of Invoices:
Mr. Reynolds made a motion, seconded by Mr. Moore, to pay the August 2018 General Fund Invoices in the amount of $183,191.15. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Reynold made a motion, seconded by Mr. Moore, to pay the August 2018 Sanitary Sewer invoices in the amount of $50,963.58. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Mr. Reynolds stated there is an agreement of sale with Pennsylvania American for the sewer system. The agreement still needs PUC approval, which should take 4 or 5 months. Hopefully, it will sell by the end of this year.
New Business:
The Board has set the date of Wednesday, September 12th at 9:30 a.m. to hold a preliminary budget meeting.
The Township has shredded over 8 bags of old financial documents from 2009 and 2010. Mr. O’Keefe will prepare a resolution for these documents. Mr. Reynolds stated that Tammy did a fantastic job with organizing the file room.
Public Comment:
Jane Heineman asked who is the new planner, and who recommended them? Mr. O’Keefe stated that they were recommended by Mr. Pompo, who is working with him in another Township. His rates are generally lower because they only work with municipalities and they are very capable. Menke and Menke would still be doing the Landscape reviews.
Simon Jessey reminded everyone that Community Day is Saturday, September 8th at 10:00 a.m. Mr. Jessey stated that he will be leaving the Park & Recreations Committee after Community Day, but will make himself available for any transition.
Mr. Reynolds told Mr. Jessey that the Board appreciates his efforts.
Tony Clark stated the Landscape Ordinance needs to be redone. You don’t see hedgerows anywhere any more. Mr. Clark also stated that he would like to hear the Township reports and the Board should bring them back.
Simon Jessey feels the reports should be brought back to the meetings. When the reports are given, it is current information. When they are posted, that is old news.
Mr. Clark stated that if Mr. Jesse was not here tonight, no one would know about Community Day.
Mr. Taylor stated it is nice hearing the reports, that way people know what is going on in the Township.
Mr. Reynolds stated that the reports will be put back on the agenda.
Steve Haun asked if Sadsbury Township had a Noise Ordinance because someone in Quarry Ridge is constantly setting off fireworks. Mr. Reynolds stated the Township does have a Fireworks Ordinance. Mr. O’Keefe will coordinate the Nuisance and Noise Ordinance. Mr. O’Neal stated that according to the County, fireworks should be 150 feet away from dwellings.
Mr. Reynolds has received a resignation letter from Melinda Williams, the alternate on the Zoning Hearing Board.
Mr. Reynolds made a motion, seconded by Mr. Moore, to accept the resignation of Melinda Williams as the alternate on the Zoning Hearing Board. With there being no questions from the public, the Board voting “aye”, the motion passed unanimously.
Tammy Russell stated the Township has been granted a $50,000 grant for street lighting for the Sadsbury Village Enhancement. We don’t know the start date at this time. When we do the budget meetings, we can take a look at what to put inside the islands.
Mr. Reynolds stated the sign at the other end of town will be replaced. This will be discussed at the budget meeting. Tammy did a great job picking up the grant.
Chief Ranck stated that tri-axles going east on Route 30 are making a left turn on Old Mill Road to avoid the bridge on Route 30. There is no weight limit signs on the Old Mill Bridge, so the police cannot enforce any violations. We have to figure out what weight limits to put on the bridge.
Mr. Taylor would like to thank Simon Jessey for volunteering for the Park Committee.
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