City Council

Borough of Highspire Workshop Meeting of the Highspire Borough Council January 14, 2025 "Victory is celebrated in the light, but it is won in the darkness.” ― Dune, Prophesy 1. Call to Order 2. Prayer/Pledge of Allegiance 3. Roll Call 4. Acceptance of Minutes – Workshop Meeting held on December 10, 2024 5. Financial Reports a. Treasurer’s Report for December, 2024 b. Monthly Financial Statements – December, 2024 1. General Fund 2. Sewer Administration Fund 3. Sewer O & M Fund 6. Mayor’s Report 7. Public Safety Director’s Reports a. Correspondence, meetings and training – December, 2024 – January, 2025 b. 2024 Annual Police Report c. Civil Service Commission Yearly Reports for 2023 & 2024. 8. Fire Department Reports a. Fire Chief Report – Monthly Report for December, 2024 Page | 1  b. Fire Chief’s 2024 Annual Report c. Treasurer’s Report 9. South Central Emergency Medical Services Report for November, 2024 10. Citizens’ Comments (limit 3 minutes) 11. Committee Reports a. Public Facilities Committee b. Sanitation Committee c. Highspire Happenings d. Finance/Administration Committee e. Personnel Committee f. Community Development Committee g. Public Safety Committee h. Maintenance & Repair Committee 12. Staff Activity Reports a. Borough Manager’s Report - Mark Stonbraker b. Code Enforcement Report - Deanna Proctor c. Public Works Department Report - Randy Kreider d. Highspire Authority – Bob Sutch e. Grant Administrative Report & Fire Department Financial Report f. Sewer Billing Adjustments & Reconciliations for December, 2024 g. Safety Committee 13. Solicitor’s Report Page | 2 14. Engineer’s Report 15. Old Business a. 16. New Business a. Motion to direct staff to release the January, 2025 contribution to the Citizens Fire Company #1 of Highspire as indicated in the 2025 General Fund Budget (411.500). Amount to be paid to the Company $3,500.00. b. Motion to (approve/reject/table) Highspire Borough Ordinance No. 658 of 2024 approving appointment of solicitor, interest assessment and attorney fees and collection fees added to the amount collected as part of unpaid real estate taxes and municipal claims for delinquent accounts. c. Motion to (approve/reject/table) Highspire Borough Council Resolution #1-2025 reappointing Mark Stonbraker as a voting delegate and reappointing Deanna Proctor as an alternative delegate to represent the Borough of Highspire on the Dauphin County Tax Collection Committee. d. Motion to (approve/reject/table) Highspire Borough Council Resolution #2-2025 reappointing Mark Stonbraker as an officer and Deanna Proctor as a voting delegate representing the Borough of Highspire on the Capital Region Council of Governments. e. Motion to (approve/reject/table) Highspire Borough Council Resolution #3-2025 setting employee contributions to the police pension plan for the 2025 plan year. f. Motion to (approve/reject/table) Highspire Borough Council Resolution #4-2025 setting employee contributions to the non-uniformed employee pension plan for the 2025 plan year. g. Motion to (approve/reject/table) Highspire Borough Council Resolution #5-2025, approving the disposition of records in accordance with the Municipal Records Manual, for records prior to the year 2018, which include Sewer Administration documents, General Financial and Purchasing records, Administration files, Correspondence, Payroll records and documents, Police Department records, all records prior to 2018 and Tax Collection and Assessment records, all records prior to 2017. h. Motion to (approve/reject/table) Highspire Borough Council Resolution #6-2025, revising and updating the schedule of fees for the Borough and Office of Code Enforcement. Page | 3  i. Motion to (approve/reject/table) the resignation from Robert J. Sutch from his position as Highspire Borough Authority Chair (effective December 31st, 2024). j. Motion to (approve/reject/table) the resignation of Officer Casey K. McMillan from his position as full-time police officer with the Highspire Police Department (effective January 8th, 2024). k. Motion to (approve/reject/table) Payment #2 of 3 in the amount of $200,000.00 from the Sewer Admin Capital Reserve PLGIT Account to the Lower Swatara Township Authority as per the May 21, 2024 Settlement Agreement. l. Motion to (approve/reject/table) Highspire Borough Council Resolution # 7-2024, adopting the Dauphin County Emergency Operations Plan. 17. Approval of Payroll and Bills 18. Adjournment Page | 4  BOROUGH OF HIGHSPIRE DAUPHIN COUNTY, PENNSYLVANIA ORDINANCE NO. 658 of 2024 AN ORDINANCE OF THE BOROUGH COUNCIL OF THE BOROUGH OF HIGHSPIRE, DAUPHIN COUNTY, PENNSYLVANIA, APPROVING APPOINTMENT OF SOLICITOR, INTEREST ASSESSMENT, AND ATTORNEY FEES AND COLLECTION FEES ADDED TO THE AMOUNT COLLECTED AS PART OF UNPAID REAL ESTATE TAXES AND MUNICIPAL CLAIMS FOR DELINQUENT ACCOUNTS WHEREAS, to be fair to all taxpayers and other residents of the Borough of Highspire (the “Borough”), it is necessary for the Borough to recover promptly unpaid, delinquent real estate tax accounts and unpaid, delinquent sewer and stormwater fee accounts, if necessary, by legal proceedings; and WHEREAS, the Municipal Claims and Tax Liens Act, 53 P.S. § 7101, et seq., as amended (the “Act”), provides a statutory framework for Municipalities to collect unpaid Tax Claims and Municipal Claims; and WHEREAS, § 7101 of the Act authorizes a Municipality levying Taxes, Tax Claims, Tax Liens, Municipal Claims and/or Municipal Liens that become delinquent (each, an “Unpaid Claim”) to recover the Charges, Expenses, Commissions and Fees incurred in the collection of the Unpaid Claims together with the applicable Unpaid Claim, provided that such Charges, Expenses, Commissions and Fees are approved by Legislative Action of such Municipality; and WHEREAS, § 7106 of the Act requires that the applicable Municipality adopt by Ordinance a schedule of Attorney Fees for any Attorney Fees incurred in connection with the filing, preservation and collection of any Delinquent Account, including any Unpaid Claim; and WHEREAS, the Borough has determined after due deliberation and investigation that it is in the best interest of the Borough to collect certain Unpaid Claims pursuant to the Act, and after careful review of the Attorney Fees and Collection Fees set forth in this Ordinance, to approve and adopt such Attorney Fees and Collection Fees pursuant to this Legislative Action in accordance with the Act. NOW, THEREFORE, IT IS HEREBY ORDAINED, ENACTED AND ADOPTED BY THE COUNCIL OF THE BOROUGH OF HIGHSPIRE AS FOLLOWS:  Section 1. Attorney Fees and Collection Fees to be Added to the Unpaid Claims. The Attorney Fees and Collection Fees set forth below are hereby adopted, approved, and determined to be reasonable, including, without limitation, as contemplated by § 7106 of the Act. The Attorney Fees and Collection Fees set forth below shall be included and added to the applicable Unpaid Claims collected pursuant to the Act (such Unpaid Claims, the “MCTLA Unpaid Claims”) in an amount equal to the amount set forth in this Section 1. (a) Attorney Fees. Initial review and sending first legal demand letter $175.00 File Lien and prepare Satisfaction $250.00 Prepare Writ of Scire Facias $250.00 Prepare and mail letter under Pa. R.C.P. 237.1 $ 50.00 Prepare Default Judgment $175.00 Research, prepare and obtain re-issued Writ $175.00 Prepare Praecipe to Amend $100.00 Prepare Motion to Amend $150.00 Prepare Motion for Alternate Service $250.00 Prepare Motion to Consolidate Claims $250.00 Amend claim to add United States as defendant $250.00 Prepare Writ of Execution $800.00 Preparation for sheriff’s sale; review schedule of distribution and resolve distribution issues $400.00 Prepare Motion to Continue Sheriff’s Sale $ 50.00 Prepare Petition for Free and Clear Sale $400.00 Preparation and service of Subpoena $100.00 Presentation of Motion or Petition $ 50.00 Services not covered above At an hourly rate between $75.00-$275.00 per hour (b) Collection Fees. Validation notice $ 25.00 per notice Notice of delinquent claim and fee shifting $ 40.00 per notice, plus applicable postage Bookkeeping fee for payment plan of 3 months or less $ 25.00 Bookkeeping fee for payment plan of more than 3 months $ 50.00 Handling fee for returned check $ 25.00 In addition to the Collection Fees set forth under Section 1(b) above, the amount of out-of-pocket charges, costs, expenses, commissions and fees incurred in connection with the filing, preservation and collection of the MCTLA Unpaid Claims, including, but not limited to, prothonotary fees and charges, sheriff fees and charges, postage expenses, title search expenses, vehicle identification number (VIN) search expenses, skip tracing and/or other investigatory service expenses, and the costs, fees, charges and/or expenses arising out of any payment by any credit card, debit card or any other payment medium, are hereby approved and shall be included, upon incurrence, together with the applicable MCTLA Unpaid Claim. Section 2. Interest. Interest will be assessed upon the MCTLA Unpaid Claims at a rate of 10% per annum and added to the MCTLA Unpaid Claims. The Borough is permitted to waive any interest on any MCTLA Unpaid Claim when the Borough or any attorney and/or third-party collector collecting the MCTLA Unpaid Claim believes, in its discretion, that such amount is de minimis or that the cost or burden of continuing collection outweighs the benefit of collecting the interest. Section 3. Appointment of Solicitor. The Borough appoints Michelle R. Portnoff, Esquire, as Solicitor for the limited purpose of collecting the MCTLA Unpaid Claims and hereby authorizes her, and all attorneys employed by Portnoff Law Associates, Ltd., to sign any and all documents, including tax claims, municipal claims, and liens, on behalf of the Borough. Section 4. Severability. Should any section, paragraph, clause, or phrase of this Ordinance be declared unconstitutional or invalid by legislation or a court of competent jurisdiction, the remainder of this Ordinance shall not be affected thereby and shall remain in full force and effect. Section 5. Inconsistencies. All prior ordinances, resolutions and/or other official acts or parts thereof inconsistent herewith are hereby repealed to the extent of such inconsistencies. Section 6. Capitalized Terms. Capitalized terms used herein but not defined herein shall have the meanings ascribed to such terms in the Act.  Section 7. Effective Date. This Ordinance shall take effect on the earliest date permitted pursuant to applicable law. DULY ORDAINED, ENACTED AND ADOPTED BY THE BOROUGH COUNCIL OF THE BOROUGH OF HIGHSPIRE THIS 21ST OF JANUARY, 2025. BOROUGH COUNCIL Attest: BOROUGH OF HIGHSPIRE _________________________________ _ Mark L. Stonbraker, Borough Secretary Michael J. Anderson, Council President APPROVED this 21st day of January, 2025 by the Mayor of the Borough of Highspire, Dauphin County, Pennsylvania. By: __________ Von E. Hess, Mayor The Proposed Ordinance will be considered for adoption at the regular meeting of the Highspire Borough Council on January 21, 2025 at 7:00 p.m. at the Highspire Borough Municipal Building. All interested residents are encouraged to attend.  HIGHSPIRE BOROUGH COUNCIL RESOLUTION NO. 1 – 2025 A RESOLUTION OF THE BOROUGH COUNCIL OF THE BOROUGH OF HIGHSPIRE, DAUPHIN COUNTY, PENNSYLVANIA, APPOINTING A VOTING DELEGATE AND ONE OR MORE ALTERNATES TO REPRESENT THE BOROUGH OF HIGHSPIRE ON THE DAUPHIN COUNTY TAX COLLECTION COMMITTEE. WHEREAS, Act 32 of 2008, (July 27, 2009, P.L. 197) (hereinafter “Act”) mandates the consolidation of the collection of local income taxes; and WHEREAS, Section 504 of the Act establishes a Tax Collection District (“TCD”) in each county; the geographic boundaries of which shall be coterminous with the county in which it is created excepting those municipalities within a school district located in more than one district with the greatest share of the school district’s population based upon the 2000 Federal Decennial Census; and WHEREAS, Section 505 of the Act provides that each TCD shall be governed by a Tax Collection Committee (“TCC”); and WHEREAS, Section 505(b) of the Act requires each political subdivision within a TCD to appoint one voting delegate and one or more alternates to represent the political subdivision of the TCC; and NOW, THEREFORE, BE IT SO RESOLVED by the Borough Council of the Borough of Highspire, Dauphin County, Pennsylvania, and through the authority of the same that Mark Stonbraker, Borough Manager, is hereby reappointed as the voting delegate representing Highspire Borough on the Dauphin County TCC and reappointing Deanna Proctor, Assistant Borough Manager, as alternate(s) on the TCC. RESOLVED this 21st day of January, 2025, by the Borough Council of the Borough of Highspire, Dauphin County, Pennsylvania. BOROUGH COUNCIL BOROUGH OF HIGHSPIRE ATTEST: ________________________________ Michael J. Anderson, Council President _______________________________ Mark L. Stonbraker, Borough Secretary  HIGHSPIRE BOROUGH COUNCIL RESOLUTION NO. 2 – 2025 A RESOLUTION OF THE BOROUGH COUNCIL OF BOROUGH OF HIGHSPIRE BOROUGH, DAUPHIN COUNTY, PENNSYLVANIA, APPOINTING A VOTING DELEGATE AND ONE OR MORE ALTERNATES TO REPRESENT THE BOROUGH OF HIGHSPIRE ON THE CAPITOL REGION COUNCIL OF GOVERNMENTS. WHEREAS, Highspire Borough has become a member of the Capital Region Council of Governments, as directed by Borough Council action on June 21, 2005, and WHEREAS, each member of the COG must appoint a voting delegate and an alternate. NOW, THEREFORE, BE IT SO RESOLVED by the Borough Council of the Borough of Highspire, Dauphin County, Pennsylvania, and through the authority of the same that Mark Stonbraker, Borough Manager, is hereby reappointed as the voting delegate and Deanna Proctor, Assistant Borough Manger, is hereby reappointed as alternate(s) delegate representing Highspire Borough on the Capital Region Council of Governments. RESOLVED this 21st day of January, 2025, by the Borough Council of the Borough of Highspire, Dauphin County, Pennsylvania. BOROUGH COUNCIL BOROUGH OF HIGHSPIRE ATTEST: ________________________________ Michael J. Anderson, Council President _______________________________ Mark L. Stonbraker, Borough Secretary  HIGHSPIRE BOROUGH COUNCIL RESOLUTION NO. 3 – 2025 A RESOLUTION OF THE BOROUGH COUNCIL OF THE BOROUGH OF HIGHSPIRE, DAUPHIN COUNTY, PENNSYLVANIA, SETTING EMPLOYEE CONTRIBUTIONS TO THE POLICE PENSION PLAN FOR THE 2025 PLAN YEAR. WHEREAS, the condition of the Police Pension Plan is such that employee contributions may be reduced or eliminated as evidenced by an actuarial study; and WHEREAS, the Borough of Highspire is able to meet the 2025 funding requirements for the Borough of Highspire Police Pension Plan; and WHEREAS, the conditions required by Act 600 allowing for the setting of employee contributions to the Police Pension Plan have been met. NOW, THEREFORE, BE IT RESOLVED by the Borough Council of the Borough of Highspire, Dauphin County, Pennsylvania, that the members of the Police Pension Plan shall contribute into the pension fund an amount equal to three percent (3%) of total compensation for the 2025 plan year, effective January 1, 2025 RESOLVED this 21st day of January, 2025, by the Borough Council of the Borough of Highspire, Dauphin County, Pennsylvania. BOROUGH COUNCIL BOROUGH OF HIGHSPIRE ATTEST: ________________________________ Michael J. Anderson, Council President _______________________________ Mark L. Stonbraker, Borough Secretary  HIGHSPIRE BOROUGH COUNCIL RESOLUTION NO. 4 – 2025 A RESOLUTION OF THE BOROUGH COUNCIL OF THE BOROUGH OF HIGHSPIRE, DAUPHIN COUNTY, PENNSYLVANIA, SETTING EMPLOYEE CONTRIBUTIONS TO THE NON-UNIFORMED EMPLOYEE PENSION PLAN FOR THE 2025 PLAN YEAR. WHEREAS, the condition of the Non-Uniformed Employee Pension Plan is such that employee contributions may be reduced or eliminated as evidenced by an actuarial study; and WHEREAS, the Borough of Highspire is able to meet the 2025 funding requirements for the Borough of Highspire Non-Uniformed Employee Pension Plan. NOW, THEREFORE, BE IT RESOLVED by the Borough Council of the Borough of Highspire, Dauphin County, Pennsylvania, that the members of the Non-Uniformed Employee Pension Plan shall contribute into the pension fund an amount equal to three percent (3%) of total compensation for the 2025 plan year, effective January 1, 2025. RESOLVED this 21st day of January, 2025, by the Borough Council of the Borough of Highspire, Dauphin County, Pennsylvania. BOROUGH COUNCIL BOROUGH OF HIGHSPIRE ATTEST: ________________________________ Michael J. Anderson, Council President _______________________________ Mark L. Stonbraker, Borough Secretary  HIGHSPIRE BOROUGH COUNCIL RESOLUTION NO. 5 – 2025 A RESOLUTION OF THE BOROUGH COUNCIL OF THE BOROUGH OF HIGHSPIRE, DAUPHIN COUNTY, PENNSYLVANIA, DECLARING IT’S INTENT TO FOLLOW THE PROCEDURES FOR THE DISPOSITION OF RECORDS AS SET FORTH IN THE RETENTION AND DISPOSITION SCHEDULE FOR RECORDS OF PENNSYLVANIA MUNICIPALITIES ISSUED DECEMBER 16, 2008, (AS AMENDED JULY 23, 2009). WHEREAS, in accordance with Act 428 of 1968, each individual act of disposition shall be approved by resolution of the governing body of the municipality. WHEREAS, the Municipal Records Manual was approved by said Committee on December 16, 2008; and WHEREAS, the Highspire Borough Council stated in Council Resolution #4-2009, its intent to follow the schedule and procedures as set forth in the municipal records manual; and NOW, THEREFORE, BE IT RESOLVED that the Borough Council of the Borough of Highspire determines the below cited files have no material value to the Borough and authorize their disposal in accordance with the above cited schedule: Sewer Administration Documents prior to 2018, to include Account Billings, Receipts, Customer Registers, Deposit Records, Closed Delinquent Sewer Account Records, Collection Records, Penalty & Interest Registers and Sewer Administration Correspondence. General Financial and Purchasing Records prior to 2018, to include Account Distribution Summaries, Accounts Payable and Receivable Files and Ledgers, Annual Budget Reports (as submitted to the PA Department of Community & Economic Development), Balance Sheets, Bank Statements and Reconciliations, Bills, Cancelled Checks, Check Registers, Daily Cash Records, Deposit Slips, Expense Reports, General Ledger Analyses, Investment Records, Invoices, Purchase Order Files, Supply Requisitions, Utility and Paid Services Receipts, Vendor Files, Voucher Files Administrative Files and Correspondence prior to 2018, to include Correspondence, Reports, Program Forms, and other records created or received in the course of administering specific programs and providing basic municipal services, routine correspondence, replies not part of a specific case file, communications on supply, maintenance and other internal operation matters, correspondence of a transitory nature having no value after action is completed, and general housekeeping records. Contract Files, Insurance Claims and Policies, Mailing Lists, Ethics Commission Statements of Financial Interest and requests for service Records. Page 1 of 2 Highspire Borough Council Resolution #5-2023 Page 2 of 2 Payroll Records and Documents prior to 2018, to include Cancelled Payroll Checks, Employee Payroll Adjustment Records, Individual Employee Earning Records, Payroll Deduction Authorizations, Payroll Earnings and Deduction Registers, Payroll Voucher (Check) Registers, Quarterly Returns of Withholding of Federal State and Local Income Taxes Withheld, Social Security Reports, Time Cards and Attendance Records, Unemployment Compensation Records, Wage and Tax Statements and Withholding Allowances. Highspire Police Department Records prior to 2018 which, including parking tickets, daily logs, faulty equipment cards, abandoned vehicle records, traffic citations, voided and duplicate copies of traffic citations, police warning cards, police BOLO information, duplicate copies of police complaints reports, County and Metro call summary reports. Tax Collection and Assessment Records prior to 2017, to include Bill of Taxes, Certifications for taxes paid on Real Estate, Change of Address Records, Delinquent Tax Collection Records, Exoneration Certificates Issued to the Tax Collector, General and specific tax Ledgers/Journals (includes real estate, per capita, occupation, earned income, intangible personal property, mercantile, business privilege, amusement and other local taxes.), Mobile Home Removal Permits, Occupational Tax Lists, Personal Property Tax Return Forms/Cards, Public Utility Reports, Real Estate Transfer Records, Tax Bills, Paid Receipts, Tax Collector Settlement Sheets, Tax Duplicates, Tax Notice Certification Statements. ADOPTED this 21st day of January 2025. BOROUGH COUNCIL BOROUGH OF HIGHSPIRE ATTEST: ________________________________ Michael J. Anderson, Council President _______________________________ Mark L. Stonbraker, Borough Secretary  Attachment B 2025 | SERVICE FEES MUNICIPAL FEE SCHEDULE (BACKUP SERVICES) RESIDENTIAL Residential Plan Review $95.00/hr Residential Inspection $95.00/hr Residential Electrical Inspection $95.00/hr Residential Inspection Electrical Service Cut-in up to 200 Amps $115.00/hr Hearings, Appeals and Township Mtgs, Prep & Appearance $115.00/hr Zoning Investigation $ 90.00/hr Certified Building Code Official (Administrative &/or Enforcement Actions) $125.00/hr Clerical Services $60.00/hr Mileage (N/C for work in the township) IRS Rate New Single-Family Dwelling - Plan Review up to 3,000 s.f. $335.00/ea over 3,000 s.f. $470.00/ea over 6,000 s.f. (Same as Commercial) $525.00/ea Note: 10 required inspections at $95 each, 1 Service Cut-in at $115 each for new single-family Multiple Duplexes & Townhouses Plan Review of Similar Design $220.00/unit COMMERCIAL Commercial Plan Review $120.00/hr Commercial Inspection $120.00/hr Commercial Electrical Inspection $135.00/hr Commercial Electrical Service Cut-in Inspection up to 400 Amps $140.00/hr up to 800 Amps $165.00/hr up to 1200 Amps $235.00/hr over 1200 Amps $350.00/hr RFQ * Expedited Plan Review available upon request. Approved Code Services offers guaranteed expedited Plan Reviews. Call our office for a quote on your specific expedited review needs . *All Inspections are allotted up to 1-hour. Inspections taking longer than 1 hour will be charged additional hours for any part thereof.  HIGHSPIRE BOROUGH COUNCIL RESOLUTION NO. 7 – 2025 A RESOLUTION OF THE BOROUGH COUNCIL OF THE BOROUGH OF HIGHSPIRE, DAUPHIN COUNTY, PENNSYLVANIA, ADOPTING THE DAUPHIN COUNTY EMERGENCY OPERATIONS PLAN WHEREAS, Section 7503 of the Pennsylvania Emergency Management Services Code, 35 Pa. C.S. Section 7101 et seq. mandates the Borough of Highspire prepare, maintain and keep current an emergency operations plan for the prevention and minimization of injury and damage caused by a major emergency or disaster within this Borough; and WHEREAS, in response to the mandate stated above, Dauphin County has prepared an emergency operations plan to provide prompt and effective emergency response procedures to be followed in the event of a major emergency or disaster; WHEREAS, the Dauphin County Commissioners adopted a revision to the Plan on January 27, 2021, at their Legislative monthly meeting; NOW, THEREFORE, we, the undersigned Borough Council of the Borough of Highspire do hereby approve, adopt and place into immediate effect the Emergency Operations Plan of Dauphin County. This Plan shall be reviewed every two years to make certain that it conforms to the requirements of the Dauphin County Emergency Operations Guideline. RESOLVED this 21st day of January 2025 by the Borough Council of Borough of Highspire, Dauphin County, Pennsylvania. BOROUGH COUNCIL BOROUGH OF HIGHSPIRE ATTEST: ________________________________ Michael J. Anderson, Council President _______________________________ Mark L. Stonbraker, Borough Secretary