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COLEBROOKDALE TOWNSHIP BOARD OF COMMISSIONERS MEETING MINUTES OF July 21, 2014

The regular meeting of the Board of Commissioners of Colebrookdale Township was held on the above date at the Township Building. President Todd Gamler called the meeting to order at 7:30 PM with all present joining in the Pledge of Allegiance to the Flag.

The following Commissioners were present: Todd Gamler (President), William Spade (Vice- President) Daniel Ritter, Barry Baus and Linwood Bartman. Also present were Township Manager Cindy Conrad, CEO/Zoning Officer Allen Stauffer, Treasurer/Tax Collector Joan Herb, Police Chief David Viola, Solicitor Jeffrey Karver and Engineer Marylou Lowrie.

PUBLIC PARTICIPATION Boyertown Area School District representative Rob Scoboria, Architect James Clough and Engineer John Hartman addressed the Commissioners asking for feedback on an agreement for the Monroe Street Extension and the Montgomery Avenue/N. Reading Avenue/Henry Avenue traffic light issues for the school.

President Gamler explained the Township Engineer does not yet have a firm cost estimate prepared for the Montgomery Avenue/N. Reading Avenue/Henry Avenue traffic light. Mr. Scoboria wanted it made clear that the School District will pay for the traffic light design work and submission to PennDOT as well as putting all the bid specs together. The school will hand it over to the Township along with the agreed upon traffic light intersection construction and inspection costs fee that the Township requests based on the estimate from the Township Engineer. The Township will then be responsible to send out the bids and take over the road projects from that point. The road projects cannot be submitted to PennDOT for approval until this agreement is executed.

Solicitor Karver said the Commissioners approved the two-project school building renovations/Monroe Street improvements agreement at the last meeting contingent on the deletion of paragraph #9. The Township is waiting for the corrected agreement. The corrected agreement for the approval of the two-phase project will be submitted to the Township with the correction that was previously approved.

The Commissioners specifically asked for wording in the traffic light agreement that addresses the costs and responsibilities of each entity. If PennDOT does not approve the traffic light design the school and Township will come back to the table to negotiate further.

Mr. Scoboria asked if the Township and the school can work together weekly instead of monthly to get issues resolved to move the project along. He understands that PennDOT reviews take a while and they want to begin the building construction before plans with PennDOT are approved. The school construction is a 3 year project; the Monroe Street Extension is second phase and the N. Reading Street intersection the third phase. Their hopes are that all three phases will be completed at the same time for the proposed school opening September 2017.

MINUTES The July 7, 2014 Board of Commissioners Meeting minutes were presented to the Board for Board of Commissioners July 21, 2014 Meeting Minutes 2 their review and approval. On a motion by Commissioner Baus, seconded by Commissioner Ritter, the July 7, 2014 Board of Commissioners meeting minutes were approved. Commissioner Spade abstained from the vote. Motion carried. FINANCIAL REPORTS Treasurer Herb submitted the Balance Sheets and Trial Balances for June 2014. There were no questions from the Board. President Gamler acknowledged submission of the Customer Balance Summary and Deposit Detail Report then read a list of the payment of bills from the following Township funds for approval:

General Fund Expense 7/7/14 – 7/21/14 $54,841.74 Payroll Fund Expense 7/18/14 $39,464.97 Recycling Fund Expenses 7/21/14 $ 1,000.00 (Highmark Blue Shield Payments) 7/7/14 – 7/18/14 ($ 25.00)

On a motion by Commissioner Spade and seconded by Commissioner Bartman permission was given for the payment of submitted bills. Motion carried. President Gamler acknowledged submission of the Profit & Loss Budget vs. Actual General Fund statement. The statement was available to the public for review.

POLICE REPORT Chief Viola reported that the Aggressive Driver 2nd Wave started July 7, 2014 and will continue until August 31, 2014.

A ‘thank-you’ letter was received from Wal-Mart for Cpl. Babb’s participation at Safety Day. A message was also left by Asset Protection thanking the Department for their efforts in several recent thefts and incidents. The Department applied for a local community organization grant from Wal-Mart requesting $1,500.00 for fitness equipment. The application is being reviewed.

Chief Viola said he is making arrangement to have Officer Merry fitted for a vest through the Officer Store. President Gamler noted he saw Officer Merry prior to the meeting as he was leaving on a call for assistance. Officer Merry thanked President Gamler for hiring him full-time and asked that he tell the Commissioners his appreciation as well.

ROAD MASTER REPORT The following 2014 Road Projects bids were opened at 10:00 a.m. on July 21, 2014 at the Township Municipal Building. Solicitor Karver stated he reviewed all the bid bonds and they are in order. Road Master Sands recommended all bids be accepted and awarded to the low bidder.

The Paving/Patch & Repair bids were read as follows:

EJB Paving & Materials Co. 1119 Snyder Road West Lawn, PA 19609 Unit Price Total 6,310 Sq. Yd., 4” 25mm $ 32.25 / SY $ 203,529.75

Bracalente Construction, Inc. 700 Savage Road, Suite #15 Board of Commissioners July 21, 2014 Meeting Minutes 3

Northampton, PA 18067 6,310 Sq. Yd., 4” 25mm $ 44.95 / SY $ 283,679.45

Reid Paving Contractors, Inc. 1850 Swamp Pike Gilbertsville, PA 19525 6,310 Sq. Yd., 4” 25mm $ 25.40 / SY $ 160,299.40

There was a motion by Commissioner Bartman, seconded by Commissioner Baus to accept the Paving/Patch & Repair road bids and award the contract to Reid Paving Contractors, Inc. as the low bidder for $160,299.40. Motion carried.

The Oil & Chip bids were read as follows:

Dosch King Emulsions Inc. 16 Troy Hills Road Whippany, NJ 07981 Item #1 – 18486 Sq. Yd. Double Bituminous Seal Coat $ 2.63 / SY $ 48,618.18

AMS (Asphalt Maintenance Solutions LLC) PO Box 387 Center Valley, PA 18034 Item #1 – 18486 Sq. Yd. Double Bituminous Seal Coat $ 2.73 / SY $ 50,466.78

Commissioner Spade asked about the qualification for the bidders. Solicitor Karver read the PennDOT qualifications as submitted by the bidders. There was a motion by Commissioner Ritter, seconded by Commissioner Bartman to accept the Oil & Chip road bids and award the contract to Dosch King Emulsions Inc. as low bidder for $48,618.18. Motion carried.

CODE ENFORCEMENT OFFICER’S REPORT CEO Stauffer submitted for approval building permit application for 630 Montgomery Avenue – to install a deck around an above ground pool. There were no comments from the Board.

CEO Stauffer noted he continues to send out fines, notices and letters concerning property maintenance violations. President Gamler asked about a property violation on Water Street that is overflowing with used televisions with one laying out in the street. CEO Stauffer addressed it with the owner and it is being cleaned up.

The Commissioners discussed how to address the vacant properties overgrown with weeds and other vegetation. CEO Stauffer sends letters to the financial institutions that took back the properties and they cannot find the owners.

The Solicitor said the Township can hire a service company to cut the lawns and vegetation then lien the property. There was a motion by Commissioner Ritter, seconded by Commissioner Spade to authorize CEO Stauffer to obtain two estimates for cleaning up the vegetation on the S. Ironstone Road and Orchard Lane properties in question and award the job to the person that submits the lowest estimate. Motion carried.

Commissioner Ritter asked CEO Stauffer for an address list of foreclosed bank-owned Board of Commissioners July 21, 2014 Meeting Minutes 4 properties and any other vacant properties throughout the Township.

Commissioner Baus asked CEO Stauffer to inspect Shrum Automotive for an overabundance of parked cars on the property. SEO REPORT SEO Hostrander submitted an email explaining he was called out to assess the poorly working septic system at 1091 W. Philadelphia Avenue. Manager Conrad explained that SEO Hostrander will be working with the owner to address a new septic system location.

PLUMBING, HEATING, HVAC INSPECTOR’S REPORT There was nothing submitted at this time.

SOLICITOR’S REPORT Solicitor Karver said there was nothing to submit at this time.

ENGINEER’S REPORT Engineer Lowrie said there was nothing to submit at this time.

COMMISSIONERS’ REPORT Commissioner Bartman suggested the Township should enact an Ordinance to regulate outdoor furnaces used to heat homes. It would become an issue due to the obnoxious exhaust generated from the materials burned. CEO Stauffer said the BOCA Code states the chimney must be 10’ high. President Gamler asked that a copy of that Code be submitted to the Commissioners at the next meeting. He asked Manager Conrad to contact other Municipalities that recently passed Ordinances addressing this issue and request a copy.

MANAGER’S REPORT Manager Conrad submitted two price quotes for the Police entrance ADA railing powder coating and both came in at $1,800.00. After discussing the costs the Board asked Manager Conrad to give the cement contract to Russell Weller Contracting for $3,250.00 contingent on him working with Z-Weldco, Inc. to install the railing with powder coating.

Manager Conrad submitted two fact sheets on the MS4 program and illicit discharges and asked Engineer Lowrie to explain the program. Engineer Lowrie said the Small MS4 Stormwater Program Overview and the Illicit Discharge Detection and Elimination Minimum Control Measure worksheets are requirements by the EPA for the Township’s new MS4 Permit. The worksheets were made available to the public and additional copies, along with other stormwater information are posted and available in the Township building.

Manager Conrad and CEO Stauffer completed inspections of stormwater management facilities at locations in the Township. Letters were sent to the property owners detailing the inspections.

Manager Conrad submitted an Employee Health Insurance Renewal Options Comparison & Spreadsheet. She explained the rate increase for several plans, staying with the current carrier, noting that taking a plan with an increase in deductible costs results in a lower rate increase to the Township.

Manager Conrad also explained the new Affordable Care Act (ACA) plans shown in the spreadsheet emphasizing if the Township chooses to leave the current carrier or any of their plans and take on an ACA plan there will no longer be an option to return to a private carrier. Board of Commissioners July 21, 2014 Meeting Minutes 5

There was a motion by Commissioner Ritter, seconded by Commissioner Spade to authorize Manager Conrad to change plans within Highmark BlueShield to their PPO Blue Sharing $1500 with an increase in deductible amounts. Motion Carried. The Township received the annual report from Signal Service for required maintenance of the traffic signals, signage and road markings. Manager Conrad noted Wal-Mart was notified along with the Road Master.

The Borough of Boyertown Park and Recreation Board contact the Township asking for participation in the hayride event for the Fall Festival. Manager Conrad asked Commissioner Baus if he would be interested in providing that attraction for the festival. He said he will provide the hayride again from 1:00 to 5:00 p.m. Manager Conrad will confirm that time with the Borough and Commissioner Baus.

The Township received from BAF&R copies of the Oath of Office for the new volunteers. President Gamler recognized the thirteen volunteers for the fire police that were sworn in.

COMMITTEE REPORT President Gamler noted the submission of BAF&R June 19, 2014 meeting minutes and Treasurer’s report.

OLD BUSINESS - There was no old business to discuss at this time.

SUBDIVISIONS

Frecon Annexation Minor Subdivision – Final – Southside of Water Street May 29, 204 the Township received an application for an annexation plan. - 6/19 PC accepted the plan for review - 6/23 received BC review letter - 7/15 received G & A first review letter - 7/16 received G & A second review letter & revised plans from applicant’s engineer - 7/18 PC submitted recommendation letter for approval

There was a motion by Commissioner Spade, seconded by Commissioner Bartman to adopt Resolution #7-2-14 Conditional Final Plan approval subject to incorporation in the revised final plan submission all items in the Berks County Planning Commission's letter dated June 20, 2014 and the Township Engineer’s letter dated July 16, 2014 and waivers of the following Township Subdivision and Land Development Ordinance sections recommended by Colebrookdale Township Planning Commission: Section 403(b)(1) - pertaining to the plan drawn at a scale of 1”=50’ or larger Section 611(a) - pertaining to monumentation Motion carried.

Estate of Olga Giesler – Final – Weisstown Road & N. Reading Avenue May 9, 2014 the Township received an application and waiver request for a 2-lot subdivision plan (no buildings proposed). - 5/15 CTPC accepted the plan for review; 5/16 letter sent to applicant notifying acceptance of plan and denial of waiver; 5/24 received BC review letter. - 6/16 BOC granted conditional plan approval pending Planning Commission approval at their meeting 6/19 Board of Commissioners July 21, 2014 Meeting Minutes 6

- 6/20 Planning Commission submitted letter recommending Conditional Final Plan approval - 7/7 Submitted for adoption was Resolution No. 6-2-14 Conditional Final Plan Approval however the Township has not received the legal descriptions and deeds. The Plan was tabled. No new correspondence received; no action taken by the Board. Boyertown Area High School – Land Development Plan January 24, 2014 the Township received an application, LDP, Community and Environmental Impact Assessments for the High School at 120 North Monroe Street - June - 6/13 received G & A 3rd review letter and Traffic Impact Study & HOP Plan review letter - 6/17 received SSM review letter to Boyertown PC of revised plan dated 5/19/14; copy of a Notice to residents from Aston Surveyors - 6/19 received SSM review letter to Boyertown PC of Traffic Impact Study dated 5/5/14 - 6/19 CTPC met jointly with Boyertown PC - July - 7/7 received email and agreement concerning a two-project proposal for the BASH plan. BOC approved, with conditions the agreement - 7/7 BOC approved waiver of time for review to October 18, 2014 - 7/8 received from BC Conservation District NPDES Permit

The plan was discussed in Public Participation at the beginning of the meeting.

Lea Minor Subdivision – Final – 138 S. Grims Mill Road March 20, 2014 the Township received an application, 4-lot subdivision (no buildings proposed) plan and waiver request letter. May 5, 2014 Commissioners granted Conditional Final Plan approval. No new correspondence received; no action taken by the Board.

Almost Home Children’s Center – Final Land Development Plan December 17, 2013 the Township received a final LDP for 611 Montgomery Avenue. This will be a replacement of a fire damaged and demolished accessory structure with a larger accessory structure. Accepted by the CTPC for review on December 19, 2013 - 1/20 - Commissioners approved waiving LDP review contingent on posting a $1,000.00 escrow for stormwater inspections, an engineer review of the plan to ensure compliance with the stormwater management ordinance and the execution of a stormwater agreement - 1/24 - received response letter to G&A’s 1st review from Witman Engineers - 2/18 – received escrow check and building plans. Plans submitted to Keystone Municipal Services for review - 2/28 – received second review letter from G & A (stormwater review only) - 6/26 - received Witman Engineers response letter to G & A February review letter plus stormwater plans and report and revised plan sets. No new correspondence received; no action taken by the Board.

Fred Beans Ford - parking area expansion - March 7, 2014 – received certified letter notice of GP-7 application to PA DEP - May 12 received BC Conservation District review No new correspondence received; no action taken by the Board.

Gateway Ticketing Systems LDP October 8, 2012 Township received a sketch plan for discussion. November 14, 2012 the Board of Commissioners July 21, 2014 Meeting Minutes 7

Planning Commission accepted the Preliminary/Final Land Development Plan for review - 5/20/14 Township received PA DEP Earth Disturbance Inspection Report dated May 15, 2014 No new correspondence received; no action taken by the Board.

NEW BUSINESS Nothing submitted at this time.

COMMUNICATIONS All communication received since July 7, 2014 was submitted to the Board of Commissioners. The correspondence was available for review by the public.

PUBLIC PARTICIPATION (NOT SIGNED IN) No one addressed the Board at this time.

ADJOURNMENT There being no other business to come before the Board, Commissioner Baus made a motion and it was seconded by Commissioner Bartman to adjourn the meeting at 8:45 p.m. Motion carried.

Respectfully submitted,

Jeannie DiSante Township Secretary