Council Committee of the Whole

December 7, 2016 COMMITTEE OF THE WHOLE MEETING The December 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 and Dan Weand. Also present were Manager Mark Flanders, Solicitor Charles Garner, Mayor Sharon Valentine -Thomas and Borough Secretary Virginia Takach. Councilors Paez and Kirkland were absent. INVOCATION The invocation was provided by Bishop Everett Debnam. SUBCOMMITTEE REPORTS a. Infrastructure – Councilor Kulp reported that the MiniGolf is doing well and 20% above last year. She also noted that the Licensing & Inspections Department is still short staffed. b. Economic Development & Business Liaison – Manager Flanders noted that he would provide comments during his report. c. Transportation – Councilor Kulp advised that there was no additional report. d. Ricketts Community Center/OBGC – There was no report. e. Pottstown School Board – Mr. Heidel advised that a new board member, Susan Lawrence, was appointed and Junior Members Courtney Parry, Michael Baker and Austin Andrews were also assigned to the Board. Amy Francis was appointed as the new Board President. He added that the High School Marching Band performed at the Thanksgiving Disney Parade and Marge Foley was honored for her service. f. Ad hoc Zoning – Councilor Procsal advised that Lisa Mueller was present to discuss options for murals. The sign ordinance was also a topic of discussion. g. Ad hoc Animal – There was no meeting. h. Safety – Chief Drumheller advised that the camera project is going well with a few installations. The Chief also reported that a traffic study was conducted for 8th and Johnson Street and it was determined that a stop sign is not warranted in that location. He added that a Coffee with Cops event is scheduled for December 8th at the Montgomery County Community College Cafeteria. Councilor Miller questioned if a stop sign is indicated at 8th and Johnson in the Walk/Bike Pottstown PennDOT project. December 7, 2016 Mr. Keller noted that he would verify if the placement of the 3-way stop sign is in the PennDOT plan. MAYOR’S REPORT Mayor Thomas reported that she attended the annual Thanksgiving Service at the Salem Methodist Church, West and North Evans Street. She also noted that she attended the Pottstown Works events hosted by Wendy Egolf of the Salvation Army with guest David Phillips. Mayor Thomas reminded all of the upcoming Hometown Holiday events beginning Friday, December 9th. MANAGER’S REPORT Manager Flanders updated Council on the concept of Land Banking, explaining that all taxing bodies need to be in agreement. He added that there will be a presentation for next month’s meeting to consider the creation of an ordinance for land banking. Mr. Flanders also reported that the consideration of the LERTA district was removed from the December 15th County Commissioners’ agenda and is to be rescheduled. He added that the County provided the additional funding for the Carousel project, which is scheduled to open to the public December 11th. Mr. Flanders also advised that the Commonwealth Financing Authority has awarded a grant in the amount of $163,425 for the feasibility of a Sunnybrook Hotel project within the Borough and Lower Pottsgrove boundaries. PRESENTATION – CIVILIAN SERVICE AWARD Chief Drumheller, along with Captain Thomas and Mayor Thomas, presented lifesaving awards to Rommell and Deavona Robinson for their efforts in performing CPR and resuscitating an individual on October 10, 2016, prior to paramedics arriving. PRESENTATION – PARKING ONE SECURITY PLAZA Chris Aita, Owner/Landlord of One Security Plaza, provided an outline of the parking as recommended by the County to allow for four designated parking spaces in front of the two District Courts to be located at One Security Plaza. TREES Mr. Flanders again explained the proposal of Tom Hylton for a donation of $50,000 to remove dead trees and replace and maintain new ones in the areas of High, Hanover, Charlotte, Beech and King Streets. Mr. Hylton confirmed that no trees would be planted where they did not previously exist and would plant appropriate trees near power lines. Permission from homeowners would not be sought as the trees are in the public right of way; however, letters will be mailed to property owners informing them of work to be done. Mr. Hylton also confirmed that he has not and will not plant gingko trees and that there would be no cost to the Borough. Councilor Arms expressed a concern regarding property owners that cannot afford to maintain their trees. December 7, 2016 Vice President Miller suggested that these issues be explored in the future. President Weand advised that this matter will be listed for consideration on the regular agenda. MUNICIPAL POLICE COOPERATIVE AGREEMENT Solicitor Garner explained the process of changing the name of the ChesMont Emergency Response Team (CMERT) to a Municipal Police Cooperative Agreement, namely the Montgomery County S.W.A.T. Western Region. He noted that at the request of the various Chiefs of Police, a decision was made to reorganize and restructure CMERT and consider a name change. Solicitor Garner requested authorization to prepare an ordinance to address this change and authorize an agreement among the municipalities with the addition of Royersford Borough. RESOLUTION – POLICE RETIREE HEALTH INSURANCE PLAN Solicitor Garner noted that as a requirement of the IRS, two resolutions will be provided to approve new trust documents being created with respect to retirement and health insurance benefits for police officers. TOWING BID AWARDS Chief Drumheller referred to the bids presented for the towing process in the Borough. The bids received were from Sanatoga Auto Body and Mann’s Towing. GRANT SUBMISSION WITH UPPER POTTSGROVE/MERVINE STREET Mr. Keller explained the request to adopt a resolution approving the submission of a joint grant to the Multimodal Transportation Fund with Upper Pottsgrove Township for the rehabilitation of Mervine Street, in the amount of $300,000 with a 50/50 split. President Weand advised that these items will be listed on Monday’s agenda. FIRE SERVICE AGREEMENT AMENDMENTS Solicitor Garner recommended that the ordinance changes addressing the inter-relations between the Fire Chief and the Fire Service Committee, be forwarded to each of the Fire Companies in the form of an amendment to the existing Fire Service Agreements. DISPOSITION OF RECORDS/LOCAL SCHEDULE Solicitor Garner also recommended the adoption of a resolution to address certain procedures for disposition of records such as videos and emails not already contained in the Municipal Records Manual of December 16, 2008. These items will be listed for authorization on Monday’s agenda. December 7, 2016 REQUESTS FOR PROPOSALS – PROFESSIONAL SERVICES AWARDS Manager Flanders advised that as authorized by Council, RFP’s were issued to seek professional services for the Borough. He advised that Staff is recommending awards as follows: Solicitor – Wolf Baldwin, Charles Garner, Jr.; Engineer – Cedarville Engineering, April Barkasi; Traffic Engineer – Traffic Planning & Design, Chris Lincoln; and Labor Attorney, Ryan Cassidy. Mr. Flanders added that 3 proposals were received for Solicitor, 10 for Engineer, 5 for Traffic Engineer and 4 for Labor Attorney. President Weand noted that these will be listed for award on the regular agenda. TIBURON 5K – JUNE 3, 2017 IRON HORSE SHOW – July 8, 2017 Mr. Flanders referred to the requests for street closures for the upcoming Tiburon 5K and the Iron Horse/Bike Show scheduled in 2017. PENNDOT POLICY AND PROCEDURE/SAFE ROUTES TO SCHOOL Mr. Keller explained the requirement of PennDOT to adopt a resolution to appoint a consultant for the Safe Routes to School project. RECYCLING DATA COLLECTION AGREEMENT Mr. Keller also explained the proposal of Hough Associates to submit a grant for the recycling data for a three-year agreement, preparing one joint application with other municipalities and one individually for Pottstown. SPORTS ENTERPRISES (SUNDSTROM) LEASE AGREEMENT Mr. Flanders referred to a draft agreement with Carl Sundstrom for the use of Sundstrom field and requested authorization for the Solicitor to prepare a multi-year lease agreement. President Weand noted that these agreements would be listed for approval on the agenda. HARB President Weand reviewed the recommendation of HARB to approve certificates of Appropriateness for the following properties: a. 38 King Street – for installation of 8 solar panels b. 858 High Street – for replacement of shingles with charcoal architectural shingles c. 1012 East High Street – to replace car port December 7, 2016 HARB President Weand also reviewed the request to ratify action of the Building Permit Officer for a Certificates of Appropriateness for the following properties: a. 1290 East High Street – to replace 15 windows and front porch roof b. 80 North Charlotte Street – replace existing old stucco c. 169 North Hanover Street – for installation of double hung windows These HARB matters will be listed on the regular agenda. YEAR END ITEMS 2017 Proposed Budget Tax Rate for 2017 Manager Flanders reviewed several options regarding the 2017 proposed budget. Vice President Miller expressed a concern with any option that would delay the hiring of a police officer and suggested eliminating an administrative position. President Weand noted that the Tax Rate would be dependent on the proposal adopted for the budget. AMENDMENT FEE RESOLUTION Solicitor Garner requested the adoption of an amendment to address changes to rental hangars and tie-downs at the Airport and certain Parks and Recreation fees. WAIVER OF FEES POLICY President Weand suggested adopting a policy authorizing the Borough Manager to not waive any fees in 2017, excluding the budgeted amount for the Memorial Day Parade. These items will be listed for approval on Monday’s agenda. VACANT POSITIONS President Weand reviewed the open positions and advised that these will be listed for appointments in January. Vice President Miller expressed a concern regarding the request of Jeff Chomunk to be reappointed to the Pottstown Borough Authority, noting that she received a late notice with a $30 late fee and also an additional notice informing her that if not paid within 10 days, her water would be shut off with a $50 shut off fee and an additional 10% shut off fee, with no personal checks accepted. She added that if that is how the Authority is working with home owners, she is rejecting this reappointment request. Councilor Arms agreed with Vice President Miller. December 7, 2016 COMMENTS FROM CITIZENS PRESENT a. Sheila Dugan, 71 North Hanover Street – advised that the PDIDA office has moved to 238 East High Street and reminded all of the upcoming holiday events. b. Marlene Armato, 4 Park Court – expressed a concern regarding the proposed bike lanes on North Roland Street, noting that emergency equipment will not be able to make turns onto North Roland Street and questioned the maintenance of the lanes and proposed posts for the bike lanes. She also noted that the resale of these homes will be affected. c. Ron Williams, 245 Walnut Street – announced the upcoming events scheduled for July 1st in Memorial Park, along with a Festival of the Arts on July 3rd and 4th. He also announced a laser light fireworks display scheduled for July 4th. COUNCILORS GENERAL DISCUSSION Councilor Arms noted that the appreciated the alternative budget scenarios, adding that the delaying of the hiring of one police officer would not have a great impact on the reduction of crime in the Borough. He also noted that the elimination of the Shade Tree Commission was done for good reason. Vice President Miller recommended that the Licensing & Inspection, Police and Fire Department establish a comprehensive plan, possibly within 30 days, to address problem properties that affect the quality of life issues for residents in the Borough, notably the Second Street area. Councilor Kulp praised the efforts of the Carousel Committee for the opening of the Carousel. Councilor Procsal reminded all of the Holiday House Tour. Mayor Thomas commented on the possibility of delaying the hiring of a manager for Stormwater until 2018. Another possibility to consider is an increase in water and sewer fees, along with an increase in County taxes. Bishop Everett Debnam, 79 North Hanover Street – commented on the recent anti-Trump rally held at Smith Family Plaza. He commended the professionalism and proactive efforts of the Pottstown Police Department for coordinating additional police and ministerial coverage for the event. Bishop Debnam stated that the Department did an excellent job and commented that the hiring of an additional police officer is essential, as each officer counts in the community. He added that at the end of the event, people were hugging and all was peaceful in town. EXECUTIVE SESSION President Weand recessed the meeting for executieve session at 8:20 p.m. for one of item of collective bargaining and one of personnel. December 7, 2016 ADJOURNMENT The meeting adjourned at 8:40 p.m. Attested, Mark Flanders Borough Manager