John V. Gottschall, Vice Chair - Towamencin Township

Towamencin Township
Board of Supervisors
Work Session Meeting
September 14, 2011
7:30 pm
Present:
John V. Gottschall, Vice Chairman
H. Charles Wilson, III, Treasurer
Patricia Younce
Absent:
Daniel M. Littley, Chairman
James P. Sinz, Secretary
Staff:
Robert A. Ford, Township Manager
John T. Dooley, Esquire, Township Solicitor
Russell Benner, P.E., Township Engineer
Joseph Leis, Director of Community Development
P. Tim Dickinson, Chief of Police
Vice Chairman Gottschall called the meeting to order at 7:33 pm and led the assemblage in the
Pledge of Allegiance.
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Vice Chairman Gottschall noted the Board held an executive session on August 30 th and prior to
tonight’s meeting to discuss personnel and potential litigation issues.
Vice Chairman Gottschall stated the Towamencin Township’s Environmental Advisory
Council is excited to present their Environmental Fair scheduled for Saturday September 24 th at
Fischer’s Park from 12 noon to 4:00 pm. This is a great event for the family to enjoy fall
weather in the natural surroundings of the park, while learning about the environment, and
things we can do to make our planet better. There will be green crafts and local produce for
sale, businesses offering environmental services, green education, activities for kids/adults, and
food. Come out and support our community and local businesses.
Approval of Minutes – August 10, 2011
On motion of Mr. Wilson, seconded by Mrs. Younce, the Board approved the minutes of
August 10, 2011 as written.
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Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
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Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
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Dedication Discussion – Cheswold Estates
Vice Chairman Gottschall stated W.B. Homes has proposed to complete the remaining public
improvements within Cheswold Estates this fall, dedicate the public improvements to the
Township, and begin the eighteenth month maintenance period. Of the eighteen lots that are
part of this subdivision, there are three lots that have not yet been sold and developed.
Chris Canavan of WB Homes was present to summarize the request before the Board.
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On motion of Mr. Wilson, seconded by Mrs. Younce, the Board directed the administration to
prepare a resolution to accept the dedication of the public improvements and to begin the
eighteen month maintenance period.
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
Calvary Baptist Request for a Church Picnic/Community Concert
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Vice Chairman Gottschall noted Calvary Baptist Church (“CBC”) has requested to a hold a
community picnic and concert at Fischer’s Park on October 9 th with an anticipated attendance of
several hundred people. A similar request was made in 2010 by CBC to hold an event on July
4 th . Since it was a much larger event than is allowed by policy (i.e., no greater than 100 people),
the request was taken to the Board of Supervisors. The Board approved the event with the
conditions noted below:
a. CBC needs to provide several port-a-potties at the event due to the very limited
bathroom facilities at the site.
b. CBC will be limited to one section of the parking lot to allow for available
parking to other park visitors that day.
c. Per the attached resolution, rental fees cannot be waived. The fee schedule
requires $30 per 25 people per group.
Mr. Ford summarized the review of the Township Emergency Management Coordinator and
Police Department. He noted that the Church has agreed to all conditions as summarized in a
September 8, 2011 letter from the Fire Marshal and the Church.
Staff is recommending that the Board approved the application.
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On motion of Mrs. Younce, seconded by Mr. Wilson, the Board approved the request of Calvary
Baptist to hold a picnic/concert in Fischer’s Park on October 9 th .
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Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
Finance Committee Report
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Supervisor Wilson reported that the Finance Committee had its monthly meeting on Tuesday,
August 23 rd to review budget performance, cash flow, as well as long-term financial strategies.
He noted that the Committee reviewed the financial reports for 2011 through 31 July and that
there are no significant fluctuations of concern in both revenue and expenses.
Supervisor Wilson briefed the Board on the following additional issues that were discussed at the
August Finance Committee meeting.
1. Hanks Barn Discussion
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The Committee was briefed on the damage done to the Township-owned bard on Kriebel
Road during the windstorm on Friday July 29 th ; several of the tin roof sheets had been
bent up. Mr. Ford noted that there had been a building study of the structure completed
approximately ten years ago that recommended the barn be demolished because of the
prohibitive cost of making repairs.
Committee Recommendation: The Committee recommended that Staff meet with Ms.
Laura Hanks, who is a life tenant of the property by means of the sales agreement
between Mrs. Arneth and the Township, to discuss the possible need to demolish the barn
in the near future.
2. MMO - Select Amortization Method
Pension recovery legislation in the form of Act 44 of 2009 provided optional funding
relief that basically comes in two forms. First, asset smoothing can now be as high as
130% of market value for the January 2009 valuations (the cap before Act 44 was
120%). The second short-term relief is that the amortization component of the MMO can
be reduced by 25% in the 2011 and 2012 Minimum Municipal Obligations.
Committee Recommendation: The Township Finance Committee is recommending that
the Township retain its current smoothing level at 110% with no change to the
amortization component of the 2012 MMO.
3. Change Pension Assumptions
The Township’s actuary (Tom Zimmerman of Conrad Siegel) has recommended two
assumption changes to the pension plans. First, an update to a more modern mortality
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table as people are living longer, and actuarial professional standards require the use of
the best assumption. This increases the cost of the plan by about $20,000 per year.
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The other assumption change involves disability. In previous valuations a straight 3%
loading factor was used. Actuarial practices now prefer to be more explicit, so a
disability table is recommended. This has very little effect on the cost.
Since the assumptions are required to be selected jointly by the actuary and by the
governing body of the pension plan, the Board of Supervisors will need to consider
approval for the changes.
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Committee Recommendation: The Committee recommends that the Board approve the
two assumption changes suggested by the Actuary.
4. Part-time Police Booking Clerk Position
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The Committee reviewed Chief Dickinson’s request to hire a part-time Booking Clerk.
The part-time clerk would work one day a week (Sundays), but would be available to fill
in for vacancies during the week when they occur. The cost of the booking center is
shared among the 15 municipalities that use the facility. The Booking Center is expected
to again experience a surplus this year well above the cost of adding this position.
Committee Recommendation: The Committee recommends approval of the part-time
position as it will benefit the operation of both the Booking Center and the Towamencin
Police Department at no direct cost to the Township.
5. Update Liquid Fuels – Finding
The Committee was briefed on the recent audit by the Commonwealth of the Township’s
Liquid Fuels Fund for the period of January 1, 2009 to December 31, 2010. The audit
presented a minor finding that the Township had purchased street signs during this period
totaling a cumulative cost of $7,139 without obtaining competitive quotations. Ironically,
the signs are available through a state contract by another vendor, but at a higher cost.
Nevertheless, Staff will ensure that future purchases will be done through the State
contract.
Committee Recommendation: Concur with Staff action.
6. Voyager Fleet Card – COSTARS
The Committee discussed the issue of obtaining “Voyager Fleet Credit Cards” that are
available through the State’s COSTARS program. The fleet cards are automatically
restricted for purchases of only fuel and mechanical expenses for the vehicle. Employees
will not be able to purchases meals, food, or any other items with the fleet cards. To
initiate a fleet card transaction, a driver must enter a PIN number, the odometer reading
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of the vehicle, and perhaps the license number of the vehicle. Sales tax would be
automatically excluded from payment.
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Such cards could be used at local gas stations during emergency events should the
Township’s fueling facility not be operable or accessible, or during out of area travel for
training.
Committee Recommendation: The Committee is in favor of this proposal, but
recommends that a use policy be drafted and approved prior to implementation.
7. Individual (Department) Credit Cards
Currently the Township has one Visa credit card that is in the Township and Manager’s
name. The card is checked out from the Manager’s office by Staff for small purchases,
on-line purchases and travel. Receipts and Use reports are turned in to the Finance
Department and reconciled with the credit card bill each month.
The Committee discussed the issue of having separate cards for each functional
department (i.e., Police, Admin, and Public Works) that would be retained and controlled
by the Department Heads. This would permit more efficient access as well a better
tracking of expenses.
Committee Recommendation: The Committee is in favor of this proposal, but
recommends that a use policy be drafted and approved prior to implementation.
8. Rittenhouse Culvert Bid
The Committee discussed the Rittenhouse Road Culvert Replacement project noting that
three bids had recently been received with the lowest proposal coming from Beta
Construction at $95,027. This cost combined with the engineering expenses results in a
total estimated project cost of $132,181 whereby $80,000 was budgeted. The additional
$52,200 for the project would have to come from the General Fund. The most recent
budget projection estimates the General Fund balance at year end to be $658,440. If we
move forward with the Culvert project, the fund balance is estimated to be $606,241.
Overall, that’s $108,000 less than the $714,140 predicted in the original budget for the
end of year General Fund balance.
The committee noted that Staff would obtain additional proposals for the Construction
Management to see if a cost reduction could be realized with that phase. Additionally,
Staff will reexamine the Debt Fund expenses for 2012 since the interest rates have
continued to be lower than budgeted and there might be some savings there that could
make additional monies available in the General Fund.
Committee Recommendation: The Committee recommends that Staff report to the Board
at the September 14 th meeting the results of the Construction Management proposals and
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the updated fund balance so that consideration can be made whether to proceed with this
project this year.
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9. Budget Schedule
The dates for the 2012 Budget workshop sessions and tentative adoption date were
reviewed by the Committee.
Committee Recommendation: Recommended that it be forwarded to the Board.
10. Earned Income Tax Ordinance Amendment – Update
The Committee reviewed and discussed the model Earned Income Tax Ordinance that
was distributed by the Montgomery County Tax Collection Committee (“TCC”) that
would replace the Township’s current ordinance. Act 32 of 2008 resulted in significant
reforms and consolidation of Pennsylvania’s earned income tax (EIT) collection system.
Under Act 32, the current earned income tax collection process will be restructured,
ultimately creating 69 countywide Tax Collection Districts.
Committee Recommendation: That the Board authorizes the advertisement of the
proposed ordinance for consideration of adoption at a future Board meeting.
On motion of Mr. Wilson, seconded by Mrs. Younce, the Board accepted the Report of the
Finance Committee.
Ratification of August Warrant List
Vice Chairman Gottschall noted due to the cancellation of the regularly scheduled Board of
Supervisors meeting of August 24, 2011, bills and payroll were paid to save penalties or accrue
interest prior to the next meeting on September 14, 2011. These checks were reviewed by the
Finance Committee at the August meeting.
Payables for the month $535,207.57
Payroll for the period $414,072.65
Interest payments on long term debt $5,462.46
Capital service payment to UGTMA $371,861.00
Total disbursement for the period $1,326,603.68
On motion of Mrs. Younce, seconded by Mr. Wilson, the Board approved payment of bills for
August as presented in the amount of $1,326,603.68.
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Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
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Resolution 11-26: Police Pension Plan MMO
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Vice Chairman Gottschall stated the required municipal contribution, referred to as the
Minimum Municipal Obligation (MMO), is calculated annually. The MMO represents the
Township’s annual funding requirement. The calculation must be prepared for the upcoming
calendar year, certified by the Administration, and submitted to the Board of Supervisors by the
last business day of September. The 2012 MMO for the Police Pension Fund is $719,334.
On motion of Mr. Wilson, seconded by Mrs. Younce, the Board adopted Resolution 11-26
adopting the Police Pension Plan MMO for the year 2012.
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
Resolution 11-27: Non-Uniform Employee Pension Plan MMO
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Vice Chairman Gottschall stated the required municipal contribution, referred to as the
Minimum Municipal Obligation (MMO), is calculated annually. The MMO represents the
Township’s annual funding requirement. The calculation must be prepared for the upcoming
calendar year, certified by the Administration, and submitted to the Board of Supervisors by the
last business day of September. The 2012 MMO for the Non-Uniform Employee Pension Fund
is $146,288.
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
Block Party Road Closing Application – Donna Place
Vice Chairman Gottschall stated a Township resident submitted a request a Block Party / Road
closing scheduled for Saturday September 17 th from 5:30 pm to 9:00 pm.
The road (Donna Place) is a cul-de-sac with only three homes on it; all three owners have signed
the application.
On motion of Mrs. Younce, seconded by Mr. Wilson, the Board approved the request to hold a
block party on Donna Place.
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
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Part Time Police Booking Clerk Position
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Vice Chairman Gottschall noted that Chief Dickinson has requested the hiring of an additional
part-time Booking Clerk. The part-time clerk would work one day a week (Sundays), but would
be available to fill in for vacancies during the week when they occur. The cost of the booking
center is shared among the 15 municipalities that use the facility. As the Booking Center is
expected to again experience a surplus this year, it will benefit the operation of both the Booking
Center and the Towamencin Police Department at no direct cost to the Township.
On motion of Mr. Wilson, seconded by Mrs. Younce, the Board approved the hiring of a part
time book clerk for the Police Department.
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
Authorization to Advertise Amendment to Earned Income Tax Ordinance
Vice Chairman Gottschall stated Act 32 of 2008 resulted in significant reforms and consolidation
of Pennsylvania’s earned income tax (EIT) collection system. Under Act 32, the current earned
income tax collection process will be restructured, ultimately creating 69 countywide Tax
Collection Districts throughout the Commonwealth of Pennsylvania. A model Earned Income
Tax Ordinance was distributed by the Montgomery County Tax Collection Committee (“TCC”)
that would replace the Township’s current ordinance.
Mr. Wilson recommended that Section 2, sub paragraph B be changed from 1% to .5% for nonresidents.
On motion of Mr. Wilson, seconded by Mrs. Younce, the Board authorized the advertisement of
the Earned Income Tax Ordinance with the recommended amendment by Mr. Wilson.
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
Proposed Amendment to Parking Restrictions: Columbia Avenue / Woodlawn Drive / Oak
Blvd
Vice Chairman Gottschall noted the Police Department’s Traffic Safety Officer investigated
reported concerns of the Towamencin Volunteer Fire Company of moving large fire apparatus in
the area of Columbia Avenue and Oak Drive in the Inglewood section of the Township. As a
result of the investigation, the Police Department is recommending certain on-street parking
restrictions that would require an amendment to the Township Code.
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Mr. Ford gave a Power Point presentation regarding this issue.
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Chief Dickinson noted that the two apartment buildings on the corners had parking lots in back,
so it should not be a big impact on the area.
On motion of Mrs. Younce, seconded by Mr. Wilson, the Board directed the administration to
advertise for an amendment to the Township Code for parking restrictions.
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Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
Resolution 11-28: Master Casting Agreement
Vice Chairman Gottschall noted this agreement allows for the incorporation of utility casting
adjustments into PennDOT paving projects. Prior to a paving project, the Township is required
to prep / raise our manholes, inlets, etc. This agreement would allow such work to be
incorporated into the overall PennDOT project so that the Township, while still having to pay for
the prep work, would not have to coordinate or oversee the work. Our Public Works Director
has reviewed the agreement and projected costs and recommends that it be implemented.
Execution of the agreement does not obligate the Township to implement it, but makes the
opportunities available as an option for the next three years. The Township approved previous
three year agreements in 2005 and 2008.
On motion of Mrs. Younce, seconded by Mr. Wilson, the Board adopted Resolution 11-28
authorizing the Master Casting Agreement.
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Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
Request for Special Fire Police Assistance – Upper Gwynedd Township
Vice Chairman Gottschall stated Upper Gwynedd Township is requesting the assistance of
Towamencin’s Fire Police to support traffic and crowd control at their annual carnival that is
being held from Thursday September 22 nd through Sunday September 25 th .
On motion of Mrs. Younce, seconded by Mr. Wilson, the Board authorized the assistance of the
Fire Police for the Upper Gwynedd Township carnival being held from September 22 nd through
September 25 th .
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
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Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
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Construction Contract Award: Rittenhouse Road Culvert Replacement
Vice Chairman Gottschall stated the Rittenhouse Road culvert near Ridgewood Way was
identified in the Towamencin Township Strategic Storm water Management Plan dated
September 24, 2007. Identified as a “high priority” the culvert replacement has been deferred
the past several years due to other unexpected projects that arose (i.e., Pheasant Hill Drive
drainage) as well as challenging budgetary issues.
Three bids had recently been received:
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Ply-Mar $194,814
Land Tech $177,543
Betta Const. $95,027
This cost, combined with the engineering expenses, results in a total estimated project cost of
$132,181 whereby $80,000 was budgeted. Should the Board elect to proceed with the project a
transfer from the General Fund Balance would be necessary.
The Board discussed the base price and the cost of the various additional options.
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• A. 5’ Wide Concrete Sidewalk $546
• B. Redi-Rock Retaining Wall $9,500
• C. Timber Guide Rail $6,900
• D. Existing Stone Wall Recon. $2,500
The Township Engineer Russ Benner advised that options B (Redi-Rock Retaining Wall) and D
(Existing Stine Wall Reconstruction) was an “either-or” issue and that only one needed to be
selected. It was Mr. Benner’s opinion that the re-use of the existing stone wall was the better
option in this situation. He also suggested that the timber guide rail could be installed at a later
date, perhaps by the Township’s Public Works crews.
Supervisor Gottschall suggested that the Township should investigate the possibility of seeking
reimbursement for the cost for the sidewalk from the residential development as that section may
have been deferred during the land development process.
On motion of Mr. Wilson, seconded by Mrs. Younce, the Board moved to award the contract to
Betta Construction in the amount of $95,027 plus Option A & D for a total contract price with
Betta Construction $98,073.00.
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
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Consider Award:
Replacement
Construction Administration Service – Rittenhouse Road Culvert
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Vice Chairman Gottschall stated the Finance Committee had asked Staff to obtain proposals for
Construction Management services of the Rittenhouse Road Culvert Replacement Project.
The firm selected will start in late-September to begin work on pre-construction work items.
Construction is scheduled to start in early October and take 45 days. It is anticipated that the
Construction Manager selected will work up to ten to twenty hours each week throughout the
length of this project. The selected firm will be paid an hourly rate, but firms were required to
submit a not to exceed “Lump Sum Fee” as part of their proposal. No other costs will be eligible
under this contract unless approved by the Township.
Three proposals were received:
Firm
Not to Exceed Cost
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Bursich Associates $9,900.00
T&M Associates $13,900.00
Carroll Engineering $17,500.00
On motion of Mr. Wilson, seconded by Mrs. Younce, the Board motioned to award the
Construction Management Services Contract to Bursich Associates in the amount of $9,900.
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
Request for Dumpster: 1370 Village Way
Mr. Ford summarized the request for the dumpster.
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Vice Chairman Gottschall stated that there are two issues. how the current issue is handled is one
issue and how to handle should be a long term situation for future requests.
Mr. Dooley advised it could just a motion by the Board to approve the current dumpster
placement.
Mr. Connelly, contractor, advised the dumpster would be gone by Friday.
Vice Chairman Gottschall recommended that the inspector go to the site when the dumpster is
removed to ensure the street is not damaged.
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Mr. Wilson was not in favor of changing the Ordinance, but to have the Board look on a case by
case basis.
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The Board directed the administration to get sample Ordinances from other Townships.
Mr. Wilson moved to allow the dumpster to remain on the street until Friday and then require an
inspection. The motion was approved 3-0.
Voting Yes: John V. Gottschall, H. Charles Wilson, Patricia Younce
Voting No: N/A
Abstaining: N/A
Absent: Daniel M. Littley, James P. Sinz
There being no additional business, the meeting adjourned at 8:47.
Respectfully submitted,
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Robert A. Ford
Township Manager
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