City Council

1 Borough of Akron Council Meeting-June 12, 2023 2 3 Council Members Present: Nathan Imhoff, President, Kleon Zimmerman, Paul Swangren, Jr., 4 Ryan Cochran, Randall Justice, Bonnie Young (Justin Gehman not present) 5 6 Others Present: Mayor John McBeth, Susan Davidson, Borough Manager; Sean Molchany, Asst 7 Borough Manager; Suzanne Lausch, Minute Taker 8 9 Visitors: 10 John Taylor, 216 S 8th St Akron 11 Dennis Stauffer, 209 S. 10th St Akron 12 Deborah Fast, 1006 Main St. Akron 13 David Weaver, Ephrata 14 Chief Higgins, West Earl Police Department 15 16 Roll Call 17 Kleon Zimmerman-present 18 Randall Justice-present 19 Paul Swangren, Jr-present 20 Ryan Cochran-present 21 Bonnie Young-present 22 Nathan Imhoff, President-present 23 Justin Gehman, Vice President-absent 24 Mayor John McBeth-present 25 26 Meeting opened at 6:30pm with the Pledge of Allegiance. 27 28 Approval of Minutes 29 Motion to approve minutes for May 22, 2023 30 Motion by Paul Swangren, Jr; second by Ryan Cochran 31 Motion carried 32 33 Visitors/Comments from Public 34 Harbor Engineering presenting Preliminary/Final Subdivision Plan for 29 Main Street, Akron Pa 35 Presentation by company for subdivision plan for 29 Main St Akron. Unit proposed is for single 36 family dwelling. 37 38 Dennis Stauffer from the Akron Lions Club thanked the Borough for Akron Day in the Park and 39 to the Police Department for providing security. Dennis mentioned there were no issues and it 40 was great day and there were over 100 cars were in the car show. 41 42 Debra Fast- member of Ephrata Public Library board was present and if there is a discussion 43 involving the library, she would like to thank Council and would like to encourage them to 44 support the library. 1  1 2 Zoom-none 3 4 Bills-Ryan Cochran made motion to approve to approve the bills as reviewed by the Finance 5 Committee. Kleon Zimmerman second 6 Motion carried 7 Reports/Announcements 8 9 Police Report 10 West Earl Police Chief Higgins shared that there was an initial meeting for “National Night Out” 11 that is scheduled for Tuesday, August 1, 2023 at the Akron Broad Street Park. Chief Higgins also 12 mentioned that the Police report for the month will be sent to the Borough tomorrow. 13 14 Mayor Report 15 Mayor McBeth thanked Dennis Stauffer for Akron Day in the Park sponsored by the Akron 16 Lion’s Club. 17 The Mayor also thanked the Council and Randall Justice for the summer concerts in the Akron 18 Roland Park. 19 Mayor McBeth approved the request for the street closings for the 2023 National Night Out. 20 21 Manager’s Report 22 Administration & Finance 23 Month-end financials for May 2023 have been reconciled 24 The Finance Committee will review the June 2023 payables 25 The new software system will be updated the week of June 19, 2023. Staff has 26 requested that the update be done after the June 15, 2023 water/sewer bill due date 27 Parks & Property 28 Park Colonial pavilion permit was received on June 9, 2023 with no start date currently 29 scheduled 30 Stream Project Update-A meeting was held on Thursday, May 4, 2023 with the 31 engineers and the design is progressing. Another meeting is scheduled for late June 2023. 32 Streets 33 The application for payment for the Manor Ridge/Edgehill Drive is on the June 12, 2023 34 council meeting agenda. 35 Public Utilities 36 Sanitary Sewer Replacement Project payment application #3 is on the June 12, 2023 37 council meeting agenda along with a change order #3 requesting and extension to finish the 38 project. 39 Staff has been monitoring the water table due to extremely dry spring and lack of rain 40 forecasted in the near future. Currently water levels are okay but the staff will continue to 41 monitor water levels. 42 Sewer flows continue to look good. 43 Community Relations 44 Akron Day in the Roland Park was a huge success with many participants. 2  1 Bonnie Young scheduled concerts in Akron Roland Park for June 11, July 2, July 9 and 2 July 30, 2023. 3 Bonnie Young has also interviewed Daryl Witmer who will be hosting movies in the 4 Broad Street Park. The first movie will be on Sunday, June 18, 2023 starting at dusk. Other dates 5 to be announced later but will be on Saturday evenings. 6 Planning & Zoning 7 No Planning Commission or Zoning Hearings are scheduled for June 2023. 8 Harbor Engineering will present the Preliminary/Final Subdivision Plan for 20 Main St, 9 Akron at the June 12, 2023 council meeting. 10 The proposed Borough of Akron Zoning Ordinance will be on the June 26, 2023 agenda for 11 public hearing and adoption. 12 Personnel 13 The Personnel Committee is reviewing the Emergency Management Coordinator 14 position. 15 Other Business 16 At the regularly scheduled meeting of the Lancaster County Commissioners on 17 Wednesday, June 7, 2023, approved a ban on open burning effective Friday, June 9, 2023. The 18 Council and the Mayor received a copy of the resolution via e-mail. 19 National Night Out is scheduled for Tuesday, August 1, 2023 at the Broad Street Park 20 from 6pm-9pm. Akron Borough staff met with West Earl Police Department to discuss the event 21 and to work together to make it an even bigger event than last year. West Earl sent a letter to 22 Mayor McBeth requesting some road closures for the event. This request is on the June 12, 23 2023 council meeting agenda. 24 Violation/Weed letters continue to be sent out addressing grass and weeds at the curb 25 lines. 26 Staff is requesting to purchase a trailer to haul equipment necessary for water main 27 breaks. Currently there is nothing available to safely haul this equipment. Monies are not within 28 the capital budget but there are monies available for this type of purchase. Paul Swangren, Jr 29 suggested looking into purchasing a used trailer and customizing it for the equipment rather 30 than purchasing a new trailer. Staff will look into used versus new trailer. 31 Board Vacancies 32 Building Code Appeals Board 33 34 Finance Report 35 Ryan Cochran read into the minutes the May 2023 month-end cash balances. May 31, 2023 General Fund $419,231.99 Water Fund $27,397.18 Sewer Fund $108,376.12 3  Highway Aid $264,901.46 General Fund Reserves General Fund Reserves Restricted $158,000.00 Restricted (Goal) $144,363.00 Operating $83,628.67 Capital $168,304.06 Total $409,932.73 Total $144,363.00 Water Fund Reserves Restricted $72,992.00 Operating $215,388.07 Capital $0.00 Total $288,380.07 Sewer Fund Reserves Restricted $121,822.00 Operating $384,917.22 Capital $0.00 Total $506,739.22 Capital Projects $820.37 Community Fund $2,087.95 Non-Uniform Pension $2,440.44 Total $2,030,307.53 Escrow $6,210.53 1 2 Parks & Property 3 None 4 Randall Justice apologized for missing last two meetings due to extenuating circumstances 5 6 Community Relations 7 Bonnie Young thanked Dennis Stauffer, representative from the Akron Lions Club for Akron Day 8 in the Park 9 Concert on Sunday, June 2 was a success; “Fire in the Glen” was the group. Bonnie shared that 10 this musical group is a crowd pleaser. 11 Bonnie is interviewing Daryl Witmer regarding the movie nights in the Akron Broad Street Park. 12 4  1 Personnel Report 2 none 3 Streets Report 4 none 5 Public Utilities Report 6 none 7 Public Hearings/Presentations/Appointments 8 9 Old Business 10 Emergency Management Coordinator-in progress 11 New Business 12 National Night Out Road Closure Request 13 Copy of the Lancaster County Ban on Open Burning 14 Randall Justice gave written resignation from Council but will continue to support the Akron 15 Borough Council. Council must accept the letter by July 24, 2023. 16 A. Resolutions 17 B. Ordinances 18 C. Motions and Decisions 19 Application for Payment for Sanitary Sewer Replacement Project #3 20 Kleon Zimmerman motioned to approve application for payment #3 in the amount 21 of $136,234.75 for the 2022 Sanitary Sewer Replacement Project to Ankiewicz 22 Enterprises Inc. in accordance with the Borough’s Engineer recommendations; 23 Motion second by Paul Swangren, Jr 24 Motion carried 25 Contract change order for Sanitary Sewer Replacement Project #3 26 Randall Justice motioned to approve Change Order #3 for the 2022 Sanitary Sewer 27 Project to Ankiewicz Enterprise Inc in accordance with the Borough’s Engineer 28 recommendations; Motion second by Ryan Cochran 29 Motion carried 30 31 Application for Payment for Edgehill/Manor Ridge Reconstruction 32 Kleon Zimmerman motioned to approve application for payment in the amount of 33 $240,395.93 for the Edgehill Drive and Manor Ridge Reconstruction Project to 34 Martin Paving, Inc. Payment includes Extra Work and Change Order in accordance 35 with the Borough’s Engineer’s recommendations; Motin second by Randall Justice 36 Motion carried 37 38 Approval of Preliminary/Final Subdivision Plan for 29 Main St 39 Ryan Cochran motioned to approve the Preliminary/Final Subdivision Plan grant 40 with the following modifications in accordance with Section 22-106 of the 41 Subdivision Land Development Ordinance of 2017: 42  Section 22-305: Preliminary Plan application procedures 43  Section 22-402 1.C.(2). k.: significant features within 300 feet of property. 5  1 The approval is contingent upon the owner/applicant’s written acceptance of the 2 conditions outlined in the Borough/Engineers’ review letter dated May 2, 2023 and 3 subject to the submission of information meeting those conditions. 4 Motion second by Randall Justice 5 Motion carried 6 7 Approval of 2023 Donation Disbursements 8 Motion by Paul Swangren, Jr made a motion to approve the 2023 Akron Borough 9 donation to the Akron Volunteer Fire Company in the amount of $17,500.00 (1/2 of 10 the 2023 annual donation). Motion seconded by Kleon Zimmerman. 11 Motion carried 12 13 Ryan Cochran made motion the Borough of Akron make funds available to the 14 Ephrata Public Library in the amount of $5,300.00 (1/2 of the annual 2023 donation). 15 Funds may be used for repairs and maintenance of the library building as well as 16 acquisition and replacement of in print library collections. Funds shall be advanced 17 after the library provides receipts or invoices detailing the use of funds. Paul 18 Swangren, Jr. seconded motion. 19 Discussion regarding extra restrictions made by Ryan Cochran prior to making funds 20 available for the library. 21 Randall Justice suggested that the motion be rescinded due to lack of clarity and 22 also asked if the council has asked any other groups for receipts. No other groups 23 were asked for receipts. 24 Ryan Cochran shared that he had a discussion with library board president 25 Concerning new restrictions for the donation. 26 Suzanne Lausch asked why the agenda notification did not specifically identify 27 the groups for the donation disbursements for the public. Susan Davidson shared 28 that this was typically how the agenda reads for donation disbursements. Suzanne 29 remarked that since this was a concern to the residents of Akron, perhaps the 30 groups should be identified specifically in the Council meeting agenda. 31 Nathan Imhoff asked for a roll call vote on the Ephrata Public Library donation 32 disbursement 33 Roll call 34 Bonnie Young-yes 35 Kleon Zimmerman-yes 36 Ryan Cochran-yes 37 Randall Justice-yes 38 Paul Swangren, Jr.-yes 39 Nathan-no (not behind contingencies recommended by Ryan Cochran) 40 Motion carried. 41 42 43 44 6  1 Ephrata Rec Center 2 Kleon Zimmerman motioned to approve the 2023 Akron Borough donation to the 3 Ephrata Recreation Center in the amount of $6,240.00 (total of the 2023 donation). 4 Motion second by Ryan Cochran. 5 Motion carried 6 7 Historical Society of the Cocalico Valley 8 Paul Swangren Jr. made motion to approve the 2023 Borough of Akron donation to 9 the Historical Society of the Cocalico Valley in the amount of $2,500.00 (total of the 10 2023 donation). Motion second by Ryan Cochran 11 Motion carried 12 13 Ephrata Community Ambulance 14 Bonnie Young made motion to approve the 2023 Borough of Akron donation to the 15 Ephrata Community Ambulance in the amount of $5,000.00 (total of the 2023 16 donation) Motion second by Ryan Cochran 17 Motion carried 18 19 D. Acknowledgments 20 21 E. Other Business/Deliberations 22 23 F. Correspondence and Petitions 24 Lancaster County Housing & Community Development DCBG Program 25 26 Lancaster County Historic Preservation Summit Invitation on September 22, 2023 27 28 G. Executive Session 29 Additional Comment: 30 Mayor McBeth mentioned to Council that once Randall Justice’s resignation is accepted the 31 council has 30 days to replace him and usually, Council President notifies chairman of political 32 party of resigning council member. 33 34 Adjournment -Motion to adjourn at 7:42 by Paul Swangren, Jr second by Kleon Zimmerman 35 Motion carried. 36 37 Meeting adjourned. 38 39 Respectfully submitted, 40 41 Susan Davidson 42 Borough Manager/Secretary 43 44 SD 7 1 8