South Hanover Township Board of Supervisors 161 Patriot Way Hershey, PA Tuesday, January 10, 2017

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1 1 of 5 January 10, 2017 South Hanover Township Board of Supervisors 161 Patriot Way Hershey, PA Tuesday, January 10, 2017 Supervisors: Rebecca Boehmer, Chair Scott Plouse, Vice Chairman Stephen Cordaro, Secretary Thomas Scott Douglas Walters Township Personnel: Penny Pollick, Township Manager John Davidson, Township Solicitor Max Shradley, Township Engineer Art Heilman, Township Treasurer Elizabeth England, Administrative Bookkeeper Public Present: Sue Eitnier Chris Snyder Linda Baird Jansen Russ Palmer Tom Brumbaugh Ed Mangold Rick Martz Call to Order: Chair Boehmer called to order the South Hanover Township Board of Supervisors meeting for Tuesday, January 10, 2017, at 7:00 PM followed by the Pledge of Allegiance and a moment of silence. Public Comment: There was no Public Comment. Approval of Minutes: Motion: Supervisor Cordaro made a motion, seconded by Supervisor Plouse, to approve the minutes of the December 27, 2016, meeting. Discussion: Supervisor Cordaro asked that on page 1 under the Engineer s Report we add Grandview Estates to clarify the basins being reviewed by DEP. Motion: Supervisor Cordaro made a motion, seconded by Supervisor Scott, to approve the minutes of the January 3, 2017, meeting. Discussion: Supervisor Scott asked that on page 2 under the topic Hiring Supervisors as Stand-by Equipment Operators we add 30 years to clarify how long it has never happened. PARKS & RECREATION COORDINATOR REPORT: Review - Playground Proposal. Mrs. Eitnier presented the request to purchase the playground equipment and authorize a Community Build with Technical Supervision Service by The Playground Pros with site work by the Public Works crew. Motion: Supervisor Scott made a motion, seconded by Supervisor Cordaro, to authorize the purchase of The Castaway Cove playground equipment from George Ely Associates via the CoStars contract at a cost of $57, and authorize a Community Build with the Technical Supervision Service by the Playground Pros at a cost of $4, with site preparation provided by the Public Works crew.

2 2 of 5 January 10, 2017 Discussion: Chair Boehmer asked the Solicitor about the liability issue. Mr. Davidson said the liability coverage for volunteers is the same as for any visitor on Township property. Volunteers are not covered by Workers Compensation but the Township does have a Medical Pay Provision in the amount of $5,000. This would be secondary to a volunteers primary health insurance and is designed to cover deductibles. The Township does not have a great deal of exposure. The volunteers are supervised by the Technical Supervision Service. The playground structure will also be inspected by the Township Codes Officer. The insurance carrier will also provide a Volunteer Waiver of Responsibility form for each volunteer to complete. Supervisor Scott asked for clarification for Supervisors at the Community Build. They are not attending in their capacity as Supervisors and will be treated as volunteers. Vice Chairman Plouse expressed concern with the construction completed by volunteers. Mrs. Eitnier explained there will be 2 professionals supervising the construction and all volunteers will receive an orientation before commencing work. There was a general discussion of the work to be completed by the Public Works crew including footers and excavation. Motion passed on a vote with Supervisor Walters voting against the motion and Vice Chairman Plouse abstaining. Activity Report. Chris Snyder, Chairman of the Parks & Recreation Board, reported on projects that are under discussion at the Parks & Recreation Board. They include a dog park, possibly expanding the Summer Recreation Program to full days, a 4 th of July Celebration, and the Township 175 th Anniversary. The dog park is proposed for a FEMA property with a breakaway fence. The expansion of the Summer Recreation Program has been proposed due to the number of residents requesting a full day. Vice Chairman Plouse asked whether costs would increase with a full day program. Mr. Snyder said yes but it is unknown by how much. Mr. Snyder said the goal is to make the Summer Recreation Program self-sufficient. The Historical Society is heading up the 175 th Anniversary which is scheduled for September 23, Several ideas are being discussed for the 4 th of July Celebration including food trucks, booths from local wineries, an outdoor movie, and viewing of the fireworks. Supervisor Walters questioned the idea of wineries and whether alcohol is permitted in Township Parks. Supervisor Walters also said the parks close at dusk which would preclude any activities after dark. Mr. Snyder said more research is needed and there may be some exemptions requested. PUBLIC WORK S FOREMAN REPORT: Mowing Quote Information. Mrs. Pollick reported Mr. Walters met with 3 landscaping firms and toured all the facilities for mowing. Quotes should be ready for the next Board meeting. OmniSite Crystal Ball. Mrs. Pollick said there had been a request to purchase 3 OmniSite Crystal Ball units for the pump stations at Venice, Whippoorwill, and Willow Creek. Vice Chairman Plouse said these pump stations currently use a SCADA system which does not provide data. An upgrade will provide a uniform system at all the pump stations. Price quotes will be available at the next meeting. ENGINEER S REPORT: Roads/Population Estimate at Full Buildout. Mr. Shradley reported that Rettew is looking at all the open parcels in the Township to determine possible future development and infrastructure. An additional meeting was held earlier today to review the parcels. Mr. Shradley will have the projections for the next meeting Road Projects. Mr. Shradley presented the Road Rehabilitation plan determined last fall. It covers the southwestern corner of the Township including Crestview Manor, Scout, Dunover, Sandy Hill, and Stone Mill. Mr. Shradley asked for authorization to proceed with the bidding process. Vice Chairman Plouse recommended adding Harvey Circle and Fox Run so all the roads in this area would be kept together and on the same schedule. Chair Boehmer asked about the budget. Mr. Heilman said there was $260,000 budgeted from the State Liquid Fuels fund and another $80,000 from the General Fund. Vice Chairman Plouse said even adding the extra 2

3 3 of 5 January 10, 2017 streets we should be under budget. Vice Chairman Plouse also recommended keeping the crack sealing in the bid so the Township is covered if the Public Works crew is unable to complete it. Mr. Shradley said he would provide a project schedule for the next meeting. Motion: Vice Chairman Plouse made a motion, seconded by Supervisor Cordaro, to authorize the Township Engineer to prepare the bid documents for the 2017 Crack Seal/Microsurfacing project of the southwestern corner of the Township. East Hanover Township ACT 537. Mr. Shradley said he is meeting with the East Hanover Township Engineer this week to discuss alternatives East Hanover is exploring of conveying sewage through South Hanover to the Venice pump station. Mr. Shradley will report back to the Board at the next meeting. MANAGER S REPORT: U.D.V.F.Co. Open Discussions. Mr. Tom Brumbaugh introduced himself as the new President of the Fire Company. Mrs. Pollick reported that arrangements have been completed with the Fire Company for Public Works to wash their trucks at the Fire Station. EMA Open Discussions. No items were presented for discussion. TREASURER S REPORT: Tax Collector Fee Request. Supervisor Scott said he would abstain from discussion and voting on this issue due to a possible conflict of interest. Ms. Cooper reported that approximately 2,820 tax bills, including the interim bills, are issued each year. The number of personal tax bills is approximately 5,000 with an additional 225 supplemental bills. The Tax Certification Fee is charged to settlement/mortgage companies, not residents. The process of tax certification is to research and prorate property taxes for every property sold in the Township. Mr. Davidson said most places charge $20 for this service which is technically not a responsibility of the Tax Collector but as a matter of practice is provided by all Tax Collectors. The alternative would be for each property owner to complete the research and provide tax receipts to the title companies. Motion: Supervisor Walters made a motion, seconded by Supervisor Cordaro, to authorize the preparation of a Resolution to increase the Tax Certification Fee and provide for a duplicate tax bill fee. Motion passed on a vote with Supervisor Scott abstaining. Municipal Complex Loan. Mr. Heilman reported that USDA has finished their review of the documents that were submitted to them back in October. The Ordinance will be ready for review at the next meeting, then goes to the State DCED in February for their 20 day review, with the closing scheduled for March. Due to the length of time needed for document review the Township Bond Counsel advises against changing the amount scheduled to borrow. The $2,000,000 payment from the General Fund to reduce the loan amount can be made as a principle payment after the loan closes. A delay in the closing will result in a higher interest rate on the loan. Vice Chairman Plouse wants assurance that the Township will make the $2,000,000 payment. Both Supervisor Scott and Chair Boehmer gave their personal assurances. Chair Boehmer asked whether there was any penalty for early payments. Mr. Heilman confirmed there were no pre-payment penalties. The consensus of the Board was to move forward with the proposed schedule and amount. Bank Account for Loan Payments. Mrs. Pollick said a requirement of the USDA loan was a separate bank account for the payments. Motion: Supervisor Scott made a motion, seconded by Supervisor Cordaro, to authorize and execute the documents to open a new account at the Township depository, BB&T bank, for deposits of the USDA loan payments.

4 4 of 5 January 10, 2017 SOLICITOR S REPORT: Venice Expansion Walking Path. Mr. Davidson said a letter had been sent to the owner of the Gingrich Glen lots 12 C & D regarding a proposed easement for the walking path from the Venice Campus. FEMA Land Use Regulations. Mr. Davidson introduced the Guidelines for Leasing FEMA properties and said that gardening is a permitted use of the property. There should be a license agreement, rather than a lease, for use of a FEMA property. Supervisor Scott said the Parks & Recreation Board was interested in a dog park on one of the properties however fences are not permitted. Mrs. Eitnier reported that Tyson Fence Company said they can erect fencing that is permitted in a flood plain. There was discussion on developing a process to use the properties. Chair Boehmer asked Mrs. Pollick to develop a simple application and put it on the website. Supervisor Walters asked about removing overgrown bushes and trees that are not native. Mr. Davidson said he would have to review that issue. Dedication of Public Improvements, Meadows of Hanover. Mr. Davidson said he had received Deeds of Dedication for portions of Blackbird, Goldfinch, and Whippoorwill roads and sewer facilities in Meadows of Hanover Phase 9 & 13. The Township Engineer has also reviewed the improvements. An 18 month Maintenance Bond must be provided at the same time as the dedication. Mr. Davidson said he would provide the Resolution for acceptance at the next meeting. PROJECT MANAGER S REPORT: Municipal Complex Status. Mr. Mangold reported that at the direction of the Board he notified all the contractors of a deadline of January 27, 2017, for addressing all the punch list items for both buildings. The contracts specify that punch list items must be addressed within 30 days of substantial completion so the Board has given extra time to the contractors. Both Spotts and Myco Mechanical have submitted their punch list items as complete. Mr. Mangold said he has also received all the Operations and Maintenance (O&M) manuals. eci Construction, General Contractor, will issue an updated status on their punch list items by the end of the week. Mr. Mangold also reported that he has notified eci Construction that they must pull and reposition the park bench and re-plank it. None of the retainage has been reduced on any of the contracts. Supervisor Scott asked about the light on the flagpole. Mr. Mangold said Midstate has been notified. Vice Chairman Plouse said the stone fascia on the front of the Administration Building is at different grades. Mr. Mangold reported that the delivery of the restroom for the park is scheduled for the end of February. Supervisor Walters asked about the doorway at the Fire House. Mr. Martz said that is on the punch list. Supervisor Walters asked how much retainage was being withheld. Mr. Mangold said $300,000 on the General Contractor and $50,000 on the electrical. Mr. Martz said the site contractor has to regrade around the Administration Building. CHAIRMAN S REPORT: Re-Appointment of Steve Mizak to Parks & Recreation Board. Motion: Supervisor Scott made a motion, seconded by Supervisor Cordaro, to re-appoint Steve Mizak to a 5 year term on the Parks and Recreation Board. Motion passed on a 3-2 vote with Supervisor Walters and Vice Chairman Plouse voting against the motion. Action to Fill Vacancies on Parks & Recreation Board. There is a letter of interest for one of the vacancies from Carol Fricke. Mrs. Eitnier said the Parks and Recreation Board has not reviewed the letter yet. Supervisor Walters said Mr. Jeff Toth of Wagner St. was interested. Mrs. Eitnier said Monica Hockenbrock was also interested. Chair Boehmer asked that these appointments be considered at the next meeting after the Parks and Recreation Board meeting.

5 5 of 5 January 10, 2017 Action to Fill Vacancies on Zoning Hearing Board. Chair Boehmer said Dr. Jim Brian was interested in serving on the Zoning Hearing Board. Motion: Supervisor Scott made a motion, seconded by Supervisor Cordaro, to appoint Dr. Jim Brian to serve a three year term expiring 12/31/19 on the Zoning Hearing Board. Discussion: Vice Chairman Plouse asked for more information or a letter of interest from the candidate. Supervisor Scott withdrew his motion. Supervisor Walters asked why the Parks and Recreation Board can review and make recommendations on potential candidates and the Zoning Hearing Board does not. Mr. Davidson said historically Township Boards and Commissions make recommendations on new members however the Zoning Hearing Board is a paid, quasijudicial body where members are appointed. EXECUTIVE SESSION: There was no Executive Session. ANY OTHER BUSINESS FROM BOARD MEMBERS: Vice Chairman Plouse. Vice Chairman Plouse said a resident would like to add a parcel to the Ag Security area. Mr. Davidson said he would need the parcel number in order to start the process. Supervisor Scott. Supervisor Scott requested paper towels and a holder for the restrooms on the staff side of the Administration Building. Supervisor Cordaro. Supervisor Cordaro said there were grants available for Urban Stormwater Best Management Practices (BMP). Mr. Shradley said the grants were for a specific facility. There was some discussion on facilities near the Public Works building but no plan has been determined for that property. Supervisor Walters. Supervisor Walters said he had received complaints from residents along Hanover St. about the lights at the Administration Building and asked whether they can be put on timers. Mr. Shradley said some of the lighting is for security. Mr. Mangold said there is some flexibility in the system and he will investigate. Payroll and Invoices: Motion: Supervisor Scott made a motion, seconded by Supervisor Cordaro, to approve the following invoices for payment: Engineering Escrow Fund $1, Fire Protection Fund $3, General Fund $23, Grant Fund $5, Hydrant Fund $2, Sewer Revenue Fund $40, Street Light Fund $3, Total: $80, Adjournment: Motion: Vice Chairman Plouse made a motion, seconded by Supervisor Scott, to adjourn the meeting at 8:45 PM. Elizabeth England