Council Committee of the Whole

September 7, 2016 COMMITTEE OF THE WHOLE MEETING The September 7, 2016 Committee of the Whole meeting was called to order at 7:00 p.m. by President Weand in the Council Meeting Room, Pottstown Borough Hall, and 100 East High Street, Pottstown, PA. ATTENDANCE Councilors present were Ryan Procsal, Carol Kulp, Sheryl Miller, Dennis Arms, Dan Weand and Rita Paez. Also present were Manager Mark Flanders, Solicitor Charles Garner, Mayor Sharon Valentine -Thomas and Borough Secretary Virginia Takach. Councilor Kirkland was absent. INVOCATION President Weand requested a moment of silence. SUBCOMMITTEE REPORTS a. Infrastructure – There was no meeting. b. Economic Development & Business Liaison – Manager Flanders advised that the TriCounty Area Chamber’s Economic Development luncheon will be held on October 19th at Sunnybrook. He added that the Valley Forge Tourism and Convention Bureau will be holding its annual meeting October 28th also at Sunnybrook with Steve Bamford as a guest speaker. c. Transportation – Councilor Kulp advised there was no meeting. . d. Ricketts Community Center/OBGC – Councilor Procsal noted there was no report. e. Pottstown School Board – Kurt Heidel advised that a three-year teacher contract was approved. He added that the school year began on August 29th and welcomed new 5th grade teacher, David Mabry. f. Ad hoc Zoning – President Weand advised that there was no quorum and therefore no business was conducted. g. Ad hoc Animal – Vice President Miller noted that she is awaiting confirmation from the District Justices for a meeting. h. Safety – Chief Drumheller advised that staff will be meeting with camera vendors this week with the project moving forward with expectation of having cameras installed by the fall. The Chief also advised that locations have been determined but will not yet be revealed for security reasons. September 7, 2016 MAYOR’S REPORT Mayor Thomas commented on certain items bridging ideas from her first term and her present term, including the appointment of the Chaplain Everett Debnam. The Mayor also provided the Police Department Statistics to date and urged all to prepare for parking situations during the winter months and the snow emergency routes. Mayor Thomas commented on the issue of illegal guns and those found in local pawn shops and advised that the Borough is a gun sanctuary. She also urged all to report any heroin incidences. Mayor Thomas also reported on several events including the First Community Day and the First Veteran’s Event Day. MANAGER’S REPORT Manager Flanders announced that on August 26, 2016 PennDOT posted the Closed Loop Lighting project for contractor bids scheduled to let on September 29th. He added that the Moms’ Arts Group will be displaying banners on the community light poles from October 1st through November 15th and is seeking local sponsors. Mr. Flanders also provided information from the State regarding KOZ designations within the Commonwealth. He added that after discussions with the School District, it was determined that with the passing of a LERTA district, it would not be advantageous to pursue KOZ matters at this time. Manager Flanders announced the Government Finance Officers Association award to Janice Lee, Finance Director and the Finance Department with the Distinguished Budget Presentation Award for the 2016 Operating Budget and extended congratulations to Ms. Lee and her department. Mr. Flanders also advised that Kimmel-Bogrette will be present at the September 12th meeting for a close out presentation of the Public Works Facility. He also reminded all of the upcoming Joint Meeting with the Pottstown School Board scheduled for September 27th and September 11th is Patriot day and flags will fly at half-staff. HIGHWAY SAFETY GRANT Chief Drumheller advised that the $49,980 grant is guaranteed 100% with no local match and is geared to DUI enforcement and requested that a resolution be approved. ELIGIBILITY LIST Chief Drumheller also reported that Corporal McClincy will be retiring in April 2017 and requested authorization to extend a Conditional Offer of Employment to the next eligible candidate from the July 2015 Eligibility List. This would put a new officer on the street by approximately June or July. President Weand advised that these matters would be listed on the regular agenda. HALLOWEEN PARADE Manager Flanders explained the request of the Parks & Recreation Department to close High Street for the annual Halloween Parade scheduled for October 25th with a rain date of October 27th. September 7, 2016 WALK BIKE POTTSTOWN – CONSTRUCTION/INSPECTION CONSULTANT Mr. Keller explained the requirement to have a construction consultant for the Walk & Bike Pottstown project, which is in PennDOT’s final approval stages. He noted that the project should be out to bid in January or February 2017. Mr. Keller advised that the Borough’s selection committee, comprised of the Borough Manager, Grants Assistant, Assistant Borough Manager and the Public Works Director, is recommending the appointment of Michael Baker as the Consultant for the project. FIRE DEPARTMENT ORDINANCE AMENDMENT Solicitor Garner explained the changes to the amendment of the Fire Department ordinance as recommended by the Fire Chief and comments from Council, to include additional authority to the position of fire chief. He added that with the changes the ordinance should be ready for advertisement. Councilor Arms commented that he would be voting against the amendment as there is no requirement for the Chief to live in the Borough. Chief Lengel also explained the present structure of the departments and that at least half of the current chiefs live outside of the Borough. AMENDMENT FEE SCHEDULE/KENNELS Solicitor Garner noted that at the July meeting, a policy for kennel use was adopted, wherein certain fees were established and should be incorporated in the Borough’s fee schedule. He requested that a resolution to adopt the fees be listed on the agenda. 2017 MMO’S Ms. Lee explained the requirement of adopting resolutions by September in order to establish the Borough’s obligations for the Police and Non-Uniform Pension Plans and requested the resolutions be considered at the regular meeting. President Weand noted that these ordinances and resolutions will be listed on the agenda. BOROUGH AUDIT Ms. Lee also explained the RFP that was considered to appoint the Auditor for 2017 and 2018, adding that Staff’s recommendation is to remain with Maillie. President Weand added that the Finance Committee is in support of this recommendation and noted that it would be listed for approval on Monday’s agenda. REQUEST FOR PROPOSALS – PROFESSIONAL SERVICES Mr. Flanders explained the process of requesting proposals for professional services. He noted that the last time this was done was 2007. He requested authorization for staff to proceed September 7, 2016 with the process of seeking RFP’s for Borough Solicitor, Borough Engineer, Labor Attorney and Traffic Engineer. This will be listed on the agenda. VACANT POSITIONS President Weand reviewed the vacant positions and requested that any interested parties send a letter to the Borough Manager. He noted that three individuals have requested to be appointed to PDIDA. HARB Manager Flanders reviewed the recommendation of HARB to approve Certificates of Appropriateness for the following properties: a. 64 King Street – to enclose and extend porch b. 60 North Hanover Street – to replace slate roof c. 269 Beech Street – to replace and upgrade signs; replace door and paint exterior d. 810 High Street – to dismantle porch and install concrete pad HARB (Administratively Approved) Mr. Flanders also reviewed the request to ratify action of the Building Permit Officer for Certificates of Appropriateness for the following properties: a. 912 High Street – to replace porch floor boards b. 131 King Street – to replace rotted cornice wood President Weand noted these would be listed for action on the regular agenda. ADD-ON Hanover Square Commercial – Solicitor Garner reviewed the plans for the Hanover Square Commercial project for the former Mrs. Smith’s site. He noted that Council previously approved the plan with a requirement to satisfy conditions within 90 days. Solicitor Garner advised that the applicant has requested a 60-day extension to satisfy the remaining few conditions to be completed by November 14, 2016 and requested it be listed for Council action on Monday evening. COMMENTS FROM CITIZENS PRESENT a. Ralph Bainbridge, 276 Diamond Street – expressed his appreciation to Council for its support of the annual Iron Horse Show, which this year netted $2,300 and will benefit a veteran attending college. Mr. Bainbridge also requested assistance with downed trees in his neighborhood. Mr. Flanders commented that staff will address the situation. September 7, 2016 COUNCILORS GENERAL DISCUSSION Councilor Paez questioned the status of a tree issue on the property located at 129 South Keim Street. Mr. Flanders commented that it is a civil matter between two parties. Councilor Arms advised that he would save his comments for the regular meeting. Councilor Procsal reminded all of the clean-up scheduled for this weekend at the Ricketts Center and the Town Talks meeting for September 13th. Vice President Miller reviewed upcoming events including the September 17th Pet Fair, the September 18th Carousel of Flavor. She added that the next episode of the Borough Buzz is set for September 15th at the Wastewater Treatment Plant and on October 16th there will be an Indoor Flea Market at the North End Fire Company Banquet Hall. Vice President Miller spoke on behalf of Deb Penrod, extending appreciation to Bill and Sue Krause for the 1971 poster celebrating 100 years of Pottstown Fire Department Services. The poster is located at the Historical Society, 568 High Street. Mayor Thomas advised that September 10th is opening day for the PAL fields in Upper Pottsgrove Township and a Patriot Day Ceremony is scheduled for September 11th, 11:00 a.m. for all First Responders. The Mayor also advised that anyone who assists with an unresponsive individual in need of medical attention for a possible heroin overdose, will not be charged or arrested, as this would be considered a rescue situation and a life-saving endeavor. ADJOURNMENT The meeting adjourned 7:55 p.m. Attested, Mark Flanders, Borough Manager