MINUTES OF THE MEETING OF THE MANHEIM TOWNSHIP BOARD OF COMMISSIONERS MONDAY, JUNE 24, :30 P.M.

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1 MINUTES OF THE MEETING OF THE MANHEIM TOWNSHIP BOARD OF COMMISSIONERS MONDAY, JUNE 24, :30 P.M. Roll Call: The meeting of the Manheim Township Board of Commissioners was held at 5:30 p.m., Monday, June 24, 2013 in the Municipal Building. Members present were: Commissioners Casselbury, Heck, Flanagan, Kling and Martin, and Manager-Secretary Michael D. Rimer. President Casselbury led all in the pledge of allegiance to the flag of the United States of America. Approval of Minutes: Commissioner Flanagan moved and Mr. Martin seconded approving the minutes of the June 10, 2013 Meeting. President Casselbury asked if there were any questions or comments from the Board or the audience. There were none. Motion carried with four yes votes and one no vote by President Casselbury, because he was not in attendance at the June 10 th meeting. Payment of Bills: Commissioner Heck moved to approve the June 24, 2013 disbursements and to fund the appropriate accounts for the disbursements. He presented bills for the period ending June 24, 2013 from the General Fund in the amount of $275,812.71, from the Fire Protection Tax Fund in the amount of $48,743.22, from the Golf Course Fund in the amount of $12,150.56, from the Capital Reserve Fund in the amount of $13,376.14, from the Parks Capital Fund in the amount of $1,372.81, from the Highway Aid Fund in the amount of $15,753.69, and from the Escrow Fund in the amount of $3, for a Grand Total of $370, Seconded by Mr. Martin. President Casselbury asked if there were any questions or comments from the Board or the audience. There were none. Motion carried unanimously. Department Reports/Announcements: Commissioner Martin announced that everything is going well at the Library with the childrens programs full. Commissioner Flanagan announced that there have been some break-ins occurring in Manheim Township and Lancaster Township while the people are actually home. He reminded everyone to lock the doors and windows in their homes and cars. He then asked Mr. Rimer if the retention basin at the Athletic Complex has been completed. Mr. Rimer said that is has; the base has been completely re-built. Commissioner Kling said the Fire Department received notification that our new tanker truck will be delivered mid-august to Neffsville. Now that the Airport has their own fire apparatus, we no longer had to maintain the former expensive piece of equipment. The new tanker is smaller but carries more water and is less expensive to operate. Public Hearings/Presentations/Appointments: Presentation: Status Report from Monica Billig of the Environmental Finance Center Monica Billig of the Environmental Finance Center was in attendance to discuss the Lancaster County Municipal Stormwater Financing Initiative, which is sponsored by the Lancaster County Clean Water Consortium and is funded by the National Fish and Wildlife Foundation through a Grant Program called the Local Government Capacity Building

2 Initiative. Through this project they are working with six municipalities in the Chesapeake Bay Watershed: Manheim Township, East Cocalico Township, Lititz Borough, Mount Joy Borough, Warwick Township and West Lampeter Township. Although the Environmental Finance Center is located at the University of Maryland, she is located in Lancaster to work on Pennsylvania stormwater programs and make sure they meet all compliance regulations. She helps to determine costs and then helps identify sustainable and feasible financing mechanisms. They re also looking at ways the six communities can collaborate. Manheim Township, the largest municipality in their study, is doing a really good job of utilizing its resources such as the Conservation District, working with Habitat MT, Lititz Run Watershed Association, etc. Staff has a really good sense of Manheim Township s needs. T hey re using the data provided by Phil Mellott, Assistant Director of Public Works, as a framework and template for some of the other communities. The project will be completed at the end of the summer. Then the Clean Water Consortium will host a workshop where all the municipalities in the County can come together and share findings. President Casselbury asked what the cost is. Ms. Billig said she couldn t provide an estimate at this point. Commissioner Heck asked if there will be options. Ms. Billig said Manheim Township will probably get the most in-depth financing recommendations because of its size and the data that they ve received. They will lay out all of the options from Grants to dedicated fees to using taxes, etc. Commissioner Martin asked if there will be grants available or matching programs. Ms. Billig said grants are limited so it s hard to say that as a sustainable option. If they get the grant they re applying for now, all six communities will get the software to help them implement, which will lower their costs and make this more effective. Commissioner Flanagan asked about slow-release organic fertilizers. Compost and grass clippings were cited as examples. After discussion, Commissioner Flanagan suggested putting more specific information on our website and newsletter including product types. The Commissioners thanked Ms. Billig and commended staff. Old Business: There was no Old Business this evening. New Business: Consent Agenda: Commissioner Kling moved to approve the following items in the Consent Agenda. Seconded by Mr. Flanagan. President Casselbury asked if there were any questions or comments on the Consent Agenda from the Board or the audience. Commissioner Kling said this is a financial security reduction. There were no other comments or questions. Motion carried unanimously. This item was: Brooklawn Final, Phase I Subdivision and Land Development Plan, Delp Road, Bonnie Drive and Dolly Drive, Zoned R-2, Financial Security Reduction #2: authorizing Page 2 of 6

3 the partial financial security reduction as permitted by Section 510 of the Pennsylvania Municipalities Planning Code in the amount of $405,083.25, which represents the cost associated with a portion of the site improvements constructed at the time of the current request and as inspected by the Township Engineer. The amount of financial security being retained by the Township for site improvements less the partial financial security reduction is $1,254, Resolutions: Resolution : Fee Schedule Commissioner Heck moved to adopt Resolution amending the Township s comprehensive schedule of fees and charges for services in Seconded by Mr. Martin. President Casselbury asked if there were any questions or comments from the Board or the audience. President Casselbury said this clarifies the fees for the Compost Site. Commissio ner Heck said they ve heard from residents about inconsistencies in what they re charged at the Compost Site. President Casselbury added that we do offer a resident discount card where bags are.75 cents as opposed to $1.00. They can be purchased here at the Township Building. Commissioner Kling added that our Compost Site is the least expensive site in our region. Sam Mecum from Eden Road asked if it s possible to buy the discount tickets right at the Compost Site. President Casselbury explained that it s easier for us to have one control point. Commissioner Heck added that we re trying to keep all of the cash coming right into the office. Mr. Mecum suggested that the service be provided on-line. There were no other comments or questions. Motion carried unanimously. Ordinances: There were no Ordinances this evening. Motions/Decisions: Motion: Bid Award for Asphalt Materials Laid In Place Commissioner Martin moved to award the bid for Asphalt Materials Laid In Place to the apparent low bidder Pennsy Supply in an amount not to exceed $553, Seconded by Mr. Heck. President Casselbury asked if there were any questions or comments from the Board or the audience. There were none. Motion carried unanimously. Motion: Road Closure for Calvary Fellowship Homes Family Fun Day on Saturday, September 21, 2013 on Fellowship Drive and Edgemoor Court Commissioner Martin moved to approve the temporary road closures of Fellowship Drive and Edgemoor Court for Calvary Fellowship Homes Family Fun Day, which is scheduled for Saturday, September 21, 2013 from approximately 10:00 a.m. to 5:00 p.m., and authorize appropriate Township staff to assist as requested in supplying traffic control and road blocking barriers and similar items for the event. Seconded by Mr. Flanagan. President Casselbury asked if there were any questions or comments from the Board or the audience. There were none. Motion carried unanimously. Page 3 of 6

4 Motion: Road Closure for Excentia 5K on Saturday, November 9, 2013 on Basset Drive, Delp Road, Powell Drive and Nicholson Square Drive Commissioner Flanagan moved to approve the temporary road closures of Basset Drive, Delp Road, Powell Drive and Nicholson Square Drive for the Excentia 5K, which is scheduled for Saturday, November 9, 2013 from approximately 7:00 a.m. to 1:00 p.m., and authorized appropriate Township staff to assist as requested in supplying traffic control and road blocking barriers and similar items for the event. Seconded by Mr. Martin. President Casselbury asked if there were any questions or comments from the Board or the audience. Karen Fitzgerald, the Director of Development and Marketing for Excentia, was in attendance and explained that they are a non-profit organization that provides support to people with disabilities. They currently have 27 residential homes and provide life enrichment services for nearly 500 people throughout Lancaster County. Two years ago she did the Fall 5K and found Overlook Park to be a great location for this type of event. She understands that there are concerns with closing off all of Overlook Park because it would shut down the Library, Golf Course, etc. After speaking with Margie Earnest, Director of Recreation and Park Planning, they devised a route along Delp Road to Lititz Pike and back to Overlook Park. Ms. Giberson, Director of Life Enrichment Services, explained that while the paths in the park are beautiful, they are not wide enough for a run where participants are in wheelchairs. Ms. Fitzgerald said they chose Delp Road because it s a flat road and is easy for their individuals to use. They will make sure the neighbors and the participants are safe during the event. She s already secured approval from Saint Peter s Lutheran Church to use their parking lot as a mid-way point. President Casselbury asked if this is the first year for this event. Ms. Fitzgerald said this is their first year. He asked how many people she anticipates. She is hoping for 300. He said they have a major concern with using Delp Road as it is a main road in Manheim Township and suggested finding another route. She said she would prefer to stay completely in the park as that was her first choice. Commissioner Heck asked if all of the runners will start at the same time. Ms. Fitzgerald said yes and she described the proposed event. Commissioner Flanagan asked Ms. Fitzgerald if she considered another route by the Dog Park and on Savo, Corry and Sunrise. Commissioner Heck discussed a loop from the miniature golf course and past the Dog Park. Other routes were also discussed. President Casselbury asked if any discussion had occurred about using the Weaver Road Park. Mr. Rimer agreed because there is plenty of parking, a concession stand, bleachers, etc. However the neighborhoods around this are more hilly. Commissioner Heck asked Ms. Fitzgerald to come back when the route is finalized. After further discussion, Commissioner Flanagan withdrew the original motion. Commissioner Martin withdrew his second of the original motion. This completely takes this off the table. Commissioner Flanagan told Ms. Fitzgerald that she s done a very good job making this presentation and they really don t want to turn this organization down. He hoped that she would come back with something they can look at later. Page 4 of 6

5 Acknowledgments: Settlements of Landis Valley East Preliminary Subdivision and Land Development Plan, Landis Valley Road, Zoned R-2, Plan Withdrawal President Casselbury acknowledged receipt of the request for formal withdrawal of the Preliminary Subdivision and Land Development Plan for Settlements of Landis Valley East, Drawing # dated September 28, Other Business/Deliberations: Discussion: Request for Decision Regarding CIP Project Scoring Matrix Mr. Rimer described the Capital Improvement Plan Project Scoring Matrix. President Casselbury asked where this came from. Mr. Rimer said it came from a publication by the ICMA; it s called a two-dimensional scoring matrix. It is color coded and compares different areas of function with their level of urgency. The higher priority projects are orange, followed by yellow, white and the lowest priority projects are blue Commissioner Martin said we have a long-term capital improvement plan and asked how long it will take to convert that to this. Mr. Rimer said he and Sean Molchany, Assistant Township Manager, should be able to do this in one week. He then cited examples of projects where this matrix could be helpful: equipment, roof projects, playground upgrades versus replacement, environmental areas, etc. President Casselbury said they d like to see how this shakes down before they make a motion to adopt this procedure. Commissioner Martin said he didn t want to get into something that creates work. Commissioner Heck suggested taking it through the budget season and see what it looks like. Mr. Rimer then asked the Commissioners if they thought that the categories they picked were the top seven categories. Commissioner Heck and Commissioner Kling discussed projects with low priorities and wondered how they would get funded. Mr. Rimer said the Board derives through discretionary decisions what it would like to fund. Commissioner Heck agreed with President Casselbury and said that we should try this as it s just another scoring method. Discussion: Road Closure Registration Process President Casselbury explained that road closure requests are becoming more common. We really don t have a strong structure on how we handle them. He felt that a motion was in order. Commissioner Flanagan moved to authorize appropriate Township officials and the Manheim Township Park and Recreation Department to proceed with developing a basic registration packet for road closures related to the use of public streets for 5K runs and similar events, and establish fixed event routes at various distances and locations in Manheim Township. Seconded by Mr. Martin. President Casselbury asked if there were any questions or comments from the Board or the audience. Page 5 of 6

6 Commissioner Flanagan said he didn t feel that the Commissioners really want to go so far as to map out potential routes for people, so that part of the motion they might not wish to approve. They have been doing this in a real ad hoc fashion for a while now and the requests do seem to be picking up. This motion will establish a protocol as to whether or not we will permit both for-profits and non-profits to close roads, what liability insurance will be required, whether there will be any costs to be borne by applicants and any type of safety measures that have to be assured before any event kicks off. He felt this should involve Parks and Recreation and the Police Department. After further discussion, Commissioner Flanagan moved to amend his motion to eliminate reference to establishing fixed event routes. Seconded by Mr. Martin. There were no other comments or questions. This amended motion carried unanimously. Discussion: Request for Decision Regarding Private Streets - Carrington Development - Southwick Drive President Casselbury said they will not discuss this request this evening because it s premature at this point. Mr. Rimer said he will communicate this to Lisa Douglas, Director of Planning and Zoning. Correspondence and Petitions: Mr. Rimer mentioned the DEP notifications and pointed out his response to Mr. Rentschler regarding pricing at the Compost Site. Commissioner Heck asked what Scour is. Commissioner Kling said it has to do with flood water that can erode bridge foundations. After discussion, Mr. Rimer said he will get a report together on how we re handling this. We haven t had any Scour identified in over five years. Public Comment: There was no Public Comment this evening. Adjournment: There being no further business before the Commissioners, Commissioner Martin moved and Mr. Kling seconded that the meeting adjourn at 6:48 p.m., with all in favor. Respectfully submitted, Michael D. Rimer Manager-Secretary Page 6 of 6