Borough Council Minutes 08-12-2014

MANHEIM BOROUGH COUNCIL

August 12, 2014

Roll Call:  President Dave Fenicle, Vice President Chris Simon, Pro-Tempore Brad Roth, Rebekah Bowers, Bryan Howett and Mayor Scot Funk

Staff:  Mark Stivers, Borough Manager, Linda Gerhart, Recording Secretary and Police Chief Joseph Stauffer

Visitors:

  • James Koontz from Brown Schultz Sheridan & Fritz presented the annual audit report for the borough. He reviewed the clean audit with Council and gave highlights of each section of the 86 page document.  He noted that since the borough guarantees the authority debt, their audit information is also included in the borough audit.  Mr. Koontz gave a very favorable report on the status of the pension funds.
  • Melissa from Public Financial Management, LLC presented the proposed request for the Borough of Manheim Guarantee for the Authority debt. She reviewed the proposals, explained the background on the determination of the banks to handle this refinancing and answered questions.
  • Dan Desmond from Barley Snyder presented and explained the ordinance needed for adoption of the guarantee of the authority debt. The flat fees involved and the basic terms of this proposal were also noted and explained.
  • Dan Reif from the Manheim Fire Company presented their financial statement and the July Report. He lauded the great effort by the community as they came together during the severe weather incident in July, although short lived it caused significant damage throughout the borough.  The Police Department and PPL were very helpful.  The Fire Company did receive a grant this year for 9 portable pumps that are available for temporary use by residents.  They also have new iPads in their equipment for easier access to the county system.  The new tanker is now in service.

 

Mayor and Police Chief Report:

  • Mayor Funk gave his report to council. The K9 Softball Fundraiser was a great success; raising $1,989.15.  He distributed a report of the total contributions for the fund.  Mayor Funk attended a reception on Monday August 11th at the Train Station to honor, Len Bodnar and the Manheim Girls Scout Troop for their volunteer efforts here in the Borough.  Mayor Funk presented them with a proclamation for all their work.
  • Mayor Funk is requesting the completion of the ordinance that was being created during the Minsec Zoning Hearing Board request for the half-way house and was never completed.
  • Mayor Funk requested the council consider approval of the purchase of a new canine cruiser of which half the money has already been raised. He has asked that the borough cover $15,000 of the purchase price for a new 2015 Utility Interceptor.   The different options of buying out right and 3 and 5 year leases were discussed.  It was suggested that Rapho Township be contacted about possibly contributing to this vehicle as well.
    • A Motion was moved by Mr. Simon to approve the $15,000 requested to cover half the cost of a new 2015 Utility Interceptor and contact Rapho Township for a contribution. The Motion lacked a second.
  • Further discussion was held concerning the funding request for the 2015 Utility Interceptor K9 Cruiser.
    • A Motion was moved by Mr. Howett to approve funding up to $15,000 toward the 2015 Utility Interceptor K9 Cruiser. In addition staff was requested to Rapho Township for a contribution toward the Cruiser as well.  The Motion was seconded by Mr. Simon and passed unanimously.
  • Chief Stauffer distributed his report and reviewed it with Council.
    • Council was updated on the Lancaster County Drug Force, the current hiring process status for the Manheim Borough Civil Service Commission for the sergeant promotion, the Police Cruisers and the Beast Computer System application acquired through a grant obtained by the county.

Borough Manager Report:

  • Stivers distributed his report and reviewed it with Council.
  • Interviews for the position of Codes Enforcement Officer were held Monday, July 28th. William Frymoyer, Sr. has accepted our offer.  The Personnel Committee believes he will be a good fit for the borough.
  • Council was updated on the Early Warning System for flooding that will be installed on Chiques Creek in the very near future.
  • There will be a pool update at the next council meeting.

Action Items:

  • Ordinance 641 – Manheim Borough Authority Guarantee was presented approval.
    • A Motion was moved by Mr. Howett to approve Ordinance 641 for the Manheim Borough Authority Guarantee. The Motion was seconded by Mr. Roth and passed with a vote of 4 to 0.  President Fenicle recused himself, as he is an employee of the Manheim Borough Authority.
  • The Appointment of William Frymoyer, Sr. as the Codes Enforcement Officer for Manheim Borough was presented for approval.
    • A Motion was moved by Mr. Roth to appoint William Frymoyer, Sr. as the Codes Enforcement Officer for Manheim Borough. The Motion was seconded by Ms. Bowers and passed unanimously.
  • The Borough Council Meeting Minutes for July 29, 2014 were presented for approval.
    • A Motion was moved by Mr. Simon to approve the Minutes of the July 29, 2014 Borough Council Meeting. The Motion was seconded by Ms. Bowers and passed unanimously.
  • The Voucher List dated August 4, 2014 in the amount of $7,132.17 was presented for ratification.
    • A Motion was moved by Mr. Roth to ratify the Voucher List in the amount of $7,132.17. The Motion was seconded by Mr. Howett and passed unanimously.
  • The Voucher List for August 12, 2014 in the amount of $86,846.23 was presented for approval. The invoice for the chipping bill from Martin’s Mulch and the pole repair at Market Square from Garden Spot were questioned and explained.
    • A Motion was moved by Mr. Simon to approve the voucher list in the amount of $86,846.23. The Motion was seconded by Ms. Bowers and passed unanimously.
  • The Voucher List for August 12, 2014 in the amount of $5,871.62 was presented for approval.
    • A Motion was moved by Mr. Howett to approve the voucher list in the amount of $5,871.62. The Motion was seconded by Mr. Roth and passed with a vote of 4 to 0.  President Fenicle recused himself, as he is an employee of the Manheim Borough Authority.
  • Stivers explained the requested Tax Relief Request by MAEDC for Lot 4 of the Greentree Business Center. The Tax Relief Request for MAEDC Parcel #400-73447-0-0000 in the amount of $1,908.70 was presented for approval.
    • A Motion was moved by Mr. Simon to approve the Tax Relief Request from MAEDC Parcel #400-73447-0-0000 in the amount of $1,908.70. The Motion was seconded by Mr. Roth and passed unanimously.
  • Stivers explained the requested Tax Relief Request for $413.82 and Borough Lien Waiver Request for $1,729.68. The Tax Relief Request in the amount of $413.82 and Borough Lien Waiver in the amount of $1,729.68 were presented for approval.
    • A Motion was moved by Mr. Simon to approve the Tax Relief Request in the amount of $413.82 and Borough Lien Waiver in the amount of $1,729.68. The Motion was seconded by Mr. Roth and passed with a vote of 4 to 1.  Howett was the no vote.

Committee Reports:

  • The Parks/Pool will be updating council at their next meeting.
  • The Public Works Committee met before the council meeting. They reviewed the current status of the West Stiegel Street Project.  Discussions had been held by the committee concerning making it a 2 phase project. The ADA ramps, curb work and other preparations for the project could be completed this year and the final paving could be completed next year.  This way they would not be up against the October paving deadline and have to rush for completion.  Stivers explained the reason for adjusting the schedule and the effect it would possibly have on the bids we would receive.
  • The Public Works Committee will be reviewing the best way to use the CDBG and liquid fuels money in the future for street project. Stivers updated council on the changes to CDBG census data for our borough and the effect it will have on different quadrants.  The future street project and public works projects will be reviewed to be adapted and adjusted to the guideline changes for the grants.   President Fenicle noted that the borough staff did a great job getting this process moving for the current project.   The reason the project is at its current stage is not because of the borough staff, as he believes the Borough Engineer is responsible for the lateness of this project.  It was suggested to possibly look for other available engineering services.  Mr. Stivers will check to be sure that the change in the time schedule for this project will not affect the CDBG funding we are receiving.
  • The borough will be opening the trench on South Penn in the next few weeks to camera and see the extent of work needed on the street.
  • The Police Building is progressing on schedule.
  • It was noted that the Economic Revitalization Committee is established by the President of Council.
  • Mayor Funk suggested possibly considering the addition of residents to the current council committees. Discussion was held concerning suggestions for the future structure of council committees.

Executive Session:

  • A Motion was moved by Mr. Roth to adjourn to Executive Session at 9:05 PM to discuss Police, Real Estate Matters and Personnel. The Motion was seconded by Ms. Bowers and passed unanimously.
  • A Motion was moved by Mr. Simon to adjourn from Executive Session at 9:12 PM. The Motion was seconded by Ms. Bowers and passed unanimously.
  • A Motion was moved by Mr. Roth to apply the insurance refund from the accident to the cost of the new K9 vehicle. The Motion was seconded by Mr. Simon and passed unanimously.

Adjournment:

  • A Motion was moved by Mr. Simon to adjourn at 9:17 PM. The Motion was seconded by Mr. Roth and passed unanimously.

Respectfully Submitted,

Linda Gerhart

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