City Council

BOROUGH OF AKRON COUNCIL MEETING- JANUARY 10, 2022 Council Members present- Nathan Imhoff, President; Justin Gehman, Vice- President; Kleon Zimmerman, Paul Swangren, Jr., Ryan Cochran. Randall Justice and Bonnie Young not present Others present- Mayor John McBeth, Susan Davidson, Borough Manager; Sean Molchany, Assistant Borough Manager; West Earl Police Chief Eric Higgins, Robert Weaver, Kyle Robinson, Handi-Vangelism; John Roche, Vision Engineering; Esch McCombie, Ruth Ruby, Alan Ruby, Tom Bender, John Taylor. Opening Meeting opened at 6:30 p.m. with the Pledge of Allegiance. Council Member/Mayor Roll Call Kleon Zimmerman-Present Paul Swangren, Jr.- Present Randall Justice-No Ryan Cochran- Present Bonnie Young- No Nathan Imhoff- Present Justin Gehman-Present Mayor John McBeth-Present Approval of Minutes Paul Swangren, Jr. made a motion to approve the December 13, 2021 and January 3, 2022 Council Meeting minutes. Justin Gehman seconded the motion. Sean Molchany stated the minutes should be approved separately because in 2022 we have two new Council members who were not present at the 2021 meeting. Paul Swangren, Jr. amended his motion to approve the December 13, 2021 Council Meeting minutes. Justin Gehman seconded the amended motion. Motion carried. Ryan Cochran abstained due to the fact that he was not a Council Member at the time. 1 Paul Swangren, Jr. made a motion to approve the January 3, 2022 Reorganizational Meeting. Kleon Zimmerman seconded the motion. Motion carried. Visitors None Handi-Vangelism Esch McCombie from McNees Wallace and Nurick LLC and John Roche from Vision Engineering gave a brief summary of the plan and mentioned that the biggest hurdle was the stormwater. The Akron Borough Planning Commission made a recommendation to Council to approve the Handi-Vangelism Preliminary/Final Land Development and Stormwater Management Plan and requested modifications contingent upon the owner/applicant’s written acceptance of the conditions outlined in the Borough Engineer’s letter dated January 5, 2022. Staff is not opposed to this recommendation. Kleon Zimmerman made a motion to approve the Handi-Vangelism Preliminary/Final Land Development Plan and Stormwater Management Plan granting the following modifications in accordance with Section 22-106 of the Subdivision Land Development Ordinance of 2017: Section 22-402.1.(C)(2)(k): All significant features located within 300 feet of the project shall be shown on this plan. Section 22-402.D: Traffic Evaluation Study Section 22-601: Sewer Planning Section 22-603.1: Easement Widths Furthermore, grant the following modifications in accordance with Section 17-905 of the Stormwater Management Ordinance of 2017: Section 17-403.1.I(s). Existing features within 200 feet of site. Section 17-.304.5, 17-305.6 and 17-404.4: Transfer of stormwater runoff from one sub watershed to another sub watershed and complete hydrologic, hydraulic and structural computations for all Stormwater facilities. This approval is contingent upon the owner/applicant’s written acceptance of the conditions outlined in the Borough/Engineer’s review letter dated January 5, 2022 2 and subject to the submission of information meeting those conditions. Paul Swangren, Jr. seconded the motion. Roll Call on vote Ryan Cochran-Yes Kleon Zimmerman-Yes Paul Swangren, Jr.-Yes Justin Gehman-Yes Nathan Imhoff-Yes Motion carried. Bills Ryan Cochran made a motion to approve the January 2022 bills as reviewed by the Finance Committee. Justin Gehman seconded the motion. Motion carried. Reports Police Report Chief Eric Higgins distributed the monthly police report. Chief Higgins mentioned that the West Earl Police Dept. received notice that the grant application from the PA Commission on Crime and Delinquency has been approved. The amount awarded is $34,900.00 and will be utilized to hire a consultant to assist in accreditation and rewrite the policy manual. Chief Higgins feels that there was an impact contracting with Akron Borough because it affects two different municipalities. Paul Swangren, Jr. commended Chief Higgins on interacting with the public and the police calls have been consistent, and the police are accessible and approachable. Mayor- John McBeth Mayor McBeth thanked Chief Higgins for the police presence at the Akron New Year’s Eve event. Mayor McBeth distributed information from the Historical Society of the Cocalico Valley including an Akron Newsletter from 1990. Paul Swangren, Jr. mentioned that in that newsletter it mentions flowering trees for 25 years of service but does not mention that it is a policy to have the flowering trees. 3 Borough Manager Report December 2021 month-end financials have been reconciled and January 2022 payables have been reviewed by the Finance Committee. A resolution to exonerate the Akron Borough Tax Collector is on the agenda for this evening. Year end reports for the Borough and State will be completed by January 21, 2022 including employee W-2’s and 1099 forms. The annual audit conducted by Herbein and Co will begin on January 24, 2022. The Manor Ridge Street project is on the agenda for discussion. The work at the Roland Park lodge is completed. Retainage for Flyway Excavating for the Rail Trail Stream Embankment project is on the agenda for this evening’s meeting. Kelly Gutshall from Land Studies contacted the Borough Manager in regard to a SRBC Consumptive Use Mitigation Grant. Staff met with Ben Ehrhart from Land Studies to discuss the grant and improvements at the Park. Land Studies and staff feels that Akron Borough is a good candidate for this grant. Paul Swangren, Jr. mentioned the Roland Park driveway should be included in this grant. Holiday wreaths have been taken down and are in the Borough garage. Sean Molchany mentioned constructing a pole to hang the wreaths on to keep them off the floor. The annual Shoe In event had lower numbers this year probably due to COVID. A Zoning Hearing is scheduled for January 20, 2022. The applicant is requesting a lot depth variance for their property located at 445 Main Street. 4 The agreement between Blue Ridge Communications and Akron Borough has been sent to Blue Ridge for their signatures. PA State Association of Borough’s is offering training for Council members; the information is in the Council books. The Akron Borough Implementation Committee is requesting to be on the Akron Borough Agenda for January 24, 2022 Council meeting. Finance Report- Ryan Cochran Ryan Cochran read into the minutes the January 2022 disbursements General Fund $99,876.46 (includes West Earl Twp Police Services-Jan 2022) Water Fund $ 4,406.99 Sewer Fund $ 7,182.85 Ryan Cochran read into the minutes the December 2021 month-end balances December 31, 2021 General Fund $7,912.10 Water Fund $27,348.53 Sewer Fund $95,964.50 Highway Aid $48,841.81 General Fund Reserves Restricted $0.00 Operating $309,955.36 Capital $318,439.78 Total $628,395.14 Water Fund Reserves Restricted $0.00 Operating $67,914.51 5  Capital $0.00 Total $67,914.51 Sewer Fund Reserves Restricted $0.00 Operating $335,645.72 Capital $0.00 Total $335,645.72 Capital Projects $375.90 Community Fund $2,105.50 Total $1,214,503.71 Escrow $18,555.75 Ryan asked why Council must approve the Police Services payment to West Earl Twp when it is already a budgeted item. Susan Davidson mentioned we did that in 2021 because the 2021 budget was approved before the contract was approved. Council agreed to include it in each month’s Council meeting minutes that the invoice was paid to West Earl Twp by the 5th of each month. Community Relations-Bonnie Young (Not present) The Borough webpage through WebTek is moving forward. Unfortunately, a lot of items need to be completed. Staff has made a list of what needs completed and will have a tutorial on Thursday, January 20, 2022 with WebTek. 6 Parks & Property Report- Randall Justice (Not present) Nothing to report Personnel Report- Paul Swangren, Jr. Paul Swangren, Jr. mentioned that a Personnel meeting was scheduled for Monday, January 24, 2022 but would like to reschedule the meeting for next Monday, January 17, 2022 at 6:00 p.m. (advertise). Paul mentioned that a Public Works employee has resigned, and we are now down to three employees. Nathan Imhoff mentioned having a brief Executive Session this evening to discuss Personnel issues. Streets Committee- Justin Gehman Justin Gehman mentioned discussing the Manor Ridge/Edgehill with the new engineer and not to move forward until after the discussion with the engineer. Sean Molchany mentioned that he checked out sidewalks on Manor Ridge and Edgehill and they are rolled curb. There are sidewalks that need replaced but can happen after the street work because it is rolled curb. Justin asked that the residents are contacted. Our policy has been to give them a year to complete. Public Utilities Report- Kleon Zimmerman Kleon Zimmerman mentioned that he is meeting with staff to discuss 2022 projects. That meeting is scheduled for Wednesday, January 12, 2022 at 3 pm at the Borough Office. Wolf Tract Escrow Reduction A review letter from Hanover Engineering dated January 3, 2022 was distributed to Council and Mayor for the Wolf Tract Plan Review and Escrow Reduction recommendation. Paul Swangren, Jr. mentioned he had some concerns with the engineer’s letter regarding the BMP. Ryan Cochran asked if Hanover Engineering could provide their logic and methodology for the reduction. 7 Council recommended that this goes back to Hanover Engineering and get better reasons for the escrow reduction. Staff will contact Hanover about Council’s concerns on this reduction letter. Park House Rental Paul Swangren, Jr. made a motion to increase the Park House rental by $100 a month for a total of $1,050.00 a month beginning the 2nd quarter of 2022 and giving notice to the renter. Ryan Cochran seconded the motion. Paul Swangren, Jr. amended the motion to add that in 2023 an additional $100 a month will be added to the rent beginning in January 2023 and to send a letter to the renters of this increase. Ryan Cochran seconded the amended motion. Motion carried. Borough Engineer Staff made a recommendation to Council to appoint C.S. Davidson as the new engineer. Nathan Imhoff mentioned we are a small municipality and we would we get good service. Sean Molchany mentioned he is very familiar with this company and would request certain engineers. Paul Swangren, Jr. mentioned we are not required to do Request for Proposal because it is a professional service. Paul Swangren, Jr. made a motion to appoint C.S. Davidson, Inc. (located in York, Lancaster and Gettysburg PA) as the 2022 Borough Engineer. Justin Gehman seconded the motion. Motion carried. Roll Call Vote- Ryan Cochran-Yes Kleon Zimmerman-Yes Paul Swangren, Jr.-Yes Justin Gehman- Yes Nathan Imhoff-Yes Motion carried. Staff will meet with C.S. Davidson and discuss what needs to be done to move forward. 8 LEMA Lancaster County Emergency Management Agency is offering seminars “Effective Relationships for Township and Borough and Volunteer Fire Companies” at the Lancaster County Public Safety Training Center on March 7, 2022. Tax Collector Paul Swangren, Jr. made a motion to approve Resolution #02342 exonerating the Akron Borough Tax Collector from collecting Real Estate Taxes for the calendar year 2021. The uncollected taxes will be turned over to the Lancaster County Treasurer’s Office for collection. Justin Gehman seconded the motion. Motion carried. SRBC Mitigation Grant Application Paul Swangren Jr. made a motion to approve $2,500.00 fee (to be paid out of the General Fund) to prepare and submit the full grant application for the Susquehanna River Basin Consumptive Use Mitigation Grant. Kleon Zimmerman seconded the motion. Motion carried. Flyway Excavating, Inc. Justin Gehman made a motion to authorize the financial security reduction to Flyway Excavating, Inc. for the Rail Trail Stream Embankment Project (Phase 2) as permitted by Section 509 of the Pennsylvania Municipalities Code in the amount of $2,444.00 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 Borough Engineer. Ryan Cochran seconded the motion. This is the final payment – no retainage. Motion carried. Other Business The Akron Implementation Committee will do a presentation at the January 24, 2022 Council meeting. Copies of the 2022 Bid base amounts are in the Council books Paul Swangren, Jr. made a motion to adjourn the meeting. Kleon Zimmerman seconded the motion. Motion carried. 9 Meeting adjourned at 8:17 p.m. Respectfully submitted, Susan Davidson Borough Manager/Secretary SD 10