TOWNSHIP OF O HARA COUNCIL REGULAR MEETING MINUTES MARCH 8, John R. Denny, Jr., At-Large

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1 I. OPENING PROCEDURES TOWNSHIP OF O HARA COUNCIL REGULAR MEETING MINUTES MARCH 8, 2016 A. Call to Order by President Smith at 7:00 p.m. B. Pledge of Allegiance led by President Smith. C. Roll Call Council Members Present: Robert John Smith, President of Council; Charles A. Vogel, Vice-President of Council; Mark F. Rothert, Second Ward; Scott Frankowski, Third Ward; Allison Garcia, Fourth Ward; Cassandra Eccles, Fifth Ward Absent: Also Present: John R. Denny, Jr., At-Large Ben Kotys*, Treasurer; Julie A. Jakubec, CPA, CGMA, Township Manager; Brandon Lucas, Township Solicitor; Charles W. Steinert, Jr., P.E., Township Engineer; Cathy Bubas, Manager s Secretary (* denotes late arrival) Manager Jakubec noted Mr. Kotys would arrive a little late. II. CCA FINANCIAL UPDATE Mr. Paul McComb, Executive Director of the Lauri Ann West Community Center, stated the February financials would be reviewed by the Finance Committee on Friday. He would present the January financial statements this evening. He stated January was a great month, finishing with nearly $19,000 ahead of revenue for the month, though expenses were a little over budget. The number of new units sold in January was 302, and does not include any Silver & Fit Program participants, which pay $3.00 each visit. Year to date memberships is 890 units, or 2,597 members. Mr. McComb stated February memberships crushed the total 2016 membership goal. As a result, they have re-forecasted monthly goals. For February a $5,700 deficit was budgeted, but he anticipated the revenue would be about $40,000 ahead, which does not include the Township s $20,000 for operations. He did not anticipate requesting the additional $10,000 in March, but would need it for April since the loan payment is due to be paid and April is a three-pay month. He anticipated a deficit for April of approximately $32,000. February was exceptionally good, selling more than $60,000 in memberships mostly due to the sale of an unbudgeted Legacy Membership, which is a $10,000 lifetime membership. The Founding Memberships are sold out. The numbers look good to carry the center through the rest of the Council Regular Meeting Minutes 1

2 year. Mr. McComb stated he was working on a membership reforecast for the rest of the year and it appears there will be $200,000 surplus in just memberships for President Smith indicated a key is to have memberships renew each year. Mr. McComb stated the Founding Memberships are due for renewal in November and December, so the center is really revenueheavy those two months. Mr. McComb noted a fitness coordinator was recently hired to oversee personal training. It is expected that personal training will produce $20,000 to $20,000 in revenue. The fitness coordinator was hired at a lower based salary with quarterly incentives. The hourly fee for personal training is $45. Ms. Garcia was pleased with the news, however expressed concern of expenses, particularly the actual utilities, and asked if the old building is drawing any utilities. Manager Jakubec stated half of the old building has been demolished. Mr. McComb stated the utilities are all from the new building and include gas, electric and water, but the majority is the Duquesne Light bill. A recent billing error had been corrected, though the bill is higher than anticipated and he continues to work with Duquesne Light Company. Vice President Vogel questioned the rate class for the center, which Mr. McComb believed to be medium commercial rate class. Ms. Garcia suggested following up on the electric bill, as the budget may need adjusted. Manager Jakubec asked if Mr. McComb had signed a three-year lower rate contract with an electrical supplier, which he did not believe so. The Manager recommended researching lower electrical rates with other suppliers. Mr. McComb stated the budget would not change, but rather reforecast to reflect the trends. Ms. Eccles noted that Administration did not have a budget and questioned its purpose. Mr. McComb explained Administration was for credit card fees and he would review with staff. Ms. Eccles also referenced a fitness expense, which Mr. McComb explained that a rower was purchased due to the demand, but it was not included in the budget. *Mr. Kotys arrived at 7:14 p.m. President Smith recalled Mr. Denny had requested Council to ask a question. Mr. Rothert noted Council is to vote this evening on making the community center a Township recreational partner. He inquired about a way to include summer programs for residents living on the western side of the Township at George Sacco Park. Manager Jakubec stated the park has restrooms, a shelter, a flex field and a flex court that is painted for hockey and basketball. Mr. McComb noted dek hockey is currently an afterschool program played indoors and has a wait list. He indicated some summer camps could be operated there. President Smith inquired about the status of the capital campaign. Mr. McComb noted an upcoming donor appreciation event for April. The committee continues to fundraise. He stated they finished with a quarter of a million dollar surplus which will help in paying down the debt. Council Regular Meeting Minutes 2

3 President Smith noted the mural is fairly empty. For $1,500 a family could be memorialized. Mr. McComb stated it is brought to people s attention during tours of the new center. He anticipated the mural to sell out during the April event. Mr. Tom Portante inquired about the possibility of moving the O Hara Elementary election polling place to the community center. Mr. McComb was open to the idea as it would encourage foot traffic. Manager Jakubec stated the Township would need to contact County Elections. Mr. Frankowski asked if the community center has acquired additional yard signs, which Mr. McComb confirmed, but believed the signs had been taken. Manager Jakubec continued with the capital campaign review, noting funds left to be raised as of February 29 is $1,215,914; bond issue proceeds were $1,457,851; remaining bond proceeds to cover unanticipated expenses/change orders is $241,937; pledges due through 2020 are $98,220. She noted most of the old building has been demolished. Staff is trying to get the site crew back to finish the parking lots. Vice President Vogel asked when the demolition would be completed, which Mr. Steinert, Jr., P.E. stated has to be done by April 18 th. If the weather holds, the parking lots could be done in May. President Smith verified Norelco needs to come back for the parking lots. Mr. Steinert, Jr., P.E. explained Norelco wants electricity for their trailer. He noted access to electricity for the trailer is available from Locust Drive. He also explained obtaining the electrical service should be Norelco s responsibility. Manager Jakubec stated the community center kitchen is open; an HVAC issue has improved, but is not completely resolved; lighting in the community room is not sufficient for detail work and needs to be addressed; and the track is open. President Smith inquired about Mr. Denny s absence, which the Manager stated Mr. Denny was unable to attend the meeting due to a family obligation. President Smith noted representatives of Echo Realty in attendance and suggested advancing the agenda to take action on the proposed resolution for the Echo 360 Epsilon Preliminary Land Development, to which Council concurred. VI. New Business (2) B : Granting Preliminary Land Development Approval to Echo 360 Epsilon Manager Jakubec stated Echo Realty, owner of 560 Epsilon Drive, Pittsburgh, PA 15238, has proposed to redevelop the site with the original superstructure to remain while adding an addition to the building to create a new 24,603 square foot building. The Township Planning Commission reviewed the Plan at its February 22, 2016 meeting and has recommended Council Council Regular Meeting Minutes 3

4 approval subject to eleven (11) conditions. She also noted conversations with Echo representatives have occurred about the emergency exit from the Falconhurst Plan. The Township Solicitor prepared an agreement for review by Echo Realty s attorney. The Manager noted this application is for Preliminary Approval, with Final Approval anticipated in April, by which time she hoped the issue would be resolved. Motion by Mr. Frankowski to approve resolution Bill No. B was seconded by Mr. III. APPROVAL OF MINUTES A. Council Workshop February 2, 2016 B. Council Regular Meeting February 9, 2016 Motion by Vice President Vogel to approve the subject minutes as presented was seconded by Mr. IV. FINANCE A. Vouchers February 2016 Motion by Vice President Vogel to pay the subject Vouchers as presented was seconded by Mr. B. Receipts and Expenditures Records January 2016 Motion by Mr. Rothert to accept the subject Receipts and Expenditures Records as presented was seconded by Vice President Vogel. Mr. Frankowski and Ms. Eccles presented questions which staff answered satisfactorily. On voice vote, the motion carried unanimously C. Treasurer s Report Treasurer Kotys stated the Township s finances are sound and reviewed the Governmental Fund and Sanitary Sewer Fund revenue and expenditures. It was noted that the audit was completed. V. REPORTS A. Other Organizations and Agencies Reports There were no reports. Council Regular Meeting Minutes 4

5 B. Monthly Departmental Reports No comments. C. Manager s Report No comments. VI. NEW BUSINESS A. Proclamation (1) Declaring the Week of March 7, 2016 as MS Awareness Week Manager Jakubec stated Frank Austin has requested Council to designate the week of March 7, 2016 as Multiple Sclerosis Awareness Week. Motion by Vice President Vogel to approve the subject Proclamation was seconded by Ms. Eccles and carried unanimously. Manager Jakubec read the Proclamation in its entirety. B. Ordinances Introduction for First Reading (1) B : Amending and Restating the Money Purchase Retirement Plan The Manager explained that the Township received notification from ICMA RC, the Township s Pension Plan Agent, that the Money Market Purchasing Plan has been updated, reviewed and approved by the Internal Revenue Service. The document incorporates amendments for legislative and regulatory changes in accordance with current IRS regulations. She stated there are no changes to benefits. Motion by Mr. Rothert to introduce ordinance Bill No. B for first reading was seconded by Vice President Vogel and carried unanimously. (2) B : Ratifying the Clerical Labor Agreement for the Years 2016, 2017, 2018 and 2019 Manager Jakubec informed Council that the Township and Clerical staff have reached a tentative labor agreement. Details of the agreement may be discussed during Executive Session. Motion by Mr. Frankowski to introduce for first reading ordinance Bill No. B was seconded by Mr. Council Regular Meeting Minutes 5

6 Mr. Bart Bodkin, Fox Pointe, asked when the terms of the agreement would be available to the public. Manager Jakubec indicated since the ordinance has been introduced the terms of the agreement are now available to the public. Mr. Frankowski suggested Mr. Bodkin submit a Right-To-Know Request. The Manager noted the changes to the contract. Ms. Eccles questioned if the pay scale was by seniority, which the Manager stated no, but seniority does apply to overtime. C. Resolutions (1) B : Granting Minor Subdivision Approval to the Kelleher Plan of Lots The Manager stated Adria Kelleher and Jerry Krakoff, owners of parcel 290-B-90, and Zachary Wise, owner of parcel 290-B-96, located along Field Club Road, Pittsburgh, PA 15238, wish to revise the lot line between the properties to create a straighter property line. Motion by Vice President Vogel to approve resolution Bill No. B was seconded by Mr. (3) B : Granting Minor Subdivision Approval to the Price Plan of Lots The Manager explained O Hara Township, owner of parcels 357-K-20 and 357-K-10, located along Saxonburg Boulevard, Glenshaw, PA 15116, has proposed a consolidation of the two parcels. The adjacent driveway for 1132 Saxonburg Boulevard currently traverses Township property with no easement. A portion of the property will be subdivided to allow the adjoining property owner to own and maintain their driveway. Motion by Ms. Eccles to approve resolution Bill No. B was seconded by Vice President Vogel and carried unanimously. (4) B : Granting Minor Subdivision Approval to the Oliva Plan of Lots Manager Jakubec stated Jaime & Sandra Oliva, owners of parcel 356-M-120, located along Saxonburg Boulevard, Glenshaw, PA 15116, wish to subdivide a portion of their property to be sold to the Township of O Hara for the new pump station as part of the Saxonburg Boulevard sewer project. Motion by Vice President Vogel to approve resolution Bill No. B was seconded by Mr. Council Regular Meeting Minutes 6

7 (5) B : Awarding a Contract for Grass Mowing and Related Landscaping Services The Manager indicated that staff is recommending that Council award the Grass Mowing and Related Landscaping Services Contract, including both alternates, to Steel City Landscape, Inc. for a three-year period. Motion by Mr. Rothert to approve resolution Bill No. B was seconded by Vice President Vogel. Ms. Eccles noted the bid exceeds the budgeted allotment and asked if that is an issue. Manager Jakubec indicated the bid cost would not be an issue. It becomes difficult to rebid the closer it gets to grass cutting season. She noted the alternate bids are at the Township s discretion. On roll call the motion carried unanimously. (6) B : Authorizing the Purchase of Adaptive Play Equipment Through COSTARS Manager Jakubec stated staff is requesting authorization to purchase adaptive play equipment and surface materials through the COSTARS Contract from Burke at an estimated cost of $165,000. She referenced posters of the playground, noting it is ADA compliant. The Manager noted several amenities provided in the play equipment. Motion by Ms. Eccles to approve resolution Bill No, B was seconded by Ms. Garcia and carried unanimously. (7) B : Authorizing the Township to Jointly Bid the 2016 Road Improvement Program The Manager noted staff is requesting authorization to request bids jointly with the Boroughs of Fox Chapel, Sharpsburg and Blawnox for the 2016 Road Improvement Program in order to realize economies of scale. The roads recommended for milling and resurfacing include South Oakhill Road (Freeport to North Oakhill), East Oakhill Road (North Oakhill Road to Freeport Road), South Oakhill Road chip seal (Rockingham to North Oakhill), South Oakhill (North Oakhill to Freeport Road), Woodshire Drive (Eton to cul-de-sac), Field Club Road (Township line to Powers Run Road). Alternates are Crofton Drive, Locust Drive and the flex court at the new Lauri Ann West Community Center. Motion by Vice President Vogel to approve resolution Bill No. B was seconded by Mr. Rothert. Manager Jakubec clarified the flex field is included as an alternate to obtain a cost and a price would also be obtained from Norelco for the parking lots. Council Regular Meeting Minutes 7

8 Treasurer Kotys noted damage to Field Club Road as a result of water on the road. Mr. Steinert, Jr., P.E. explained an underdrain was installed. Vice President Vogel inquired about the possibility of providing a walking lane along Field Club Road to Powers Run Road. Mr. Steinert, Jr., P.E. noted mail boxes, light poles and columns placed in the right-of-way and did not believe a walking lane would be cost effective. He indicated most kids walk Cabin Lane. Vice President Vogel requested staff to review the walking lane again. President Smith recalled previously receiving opposition from residents. Mr. Steinert, Jr., P.E. stated trees are not evenly spaced along Field Club Road to Powers Run Road, though utility companies typically will move the poles which are in good condition. On roll call the motion carried unanimously. (8) B : Authorizing the Township to Jointly Bid with Fox Chapel Borough for the 2016 Road Improvement Engineering Inspections Manager Jakubec stated staff is recommending joint bidding with Fox Chapel Borough for engineering inspection services for the 2016 Road Improvement Program in order to realize economies of scale. Motion by Vice President Vogel to approve resolution Bill No. B was seconded by Ms. Eccles and carried unanimously. (9) B : Naming Lauri Ann West Community Center as a Township Recreation Partner The Manager indicated the Lauri Ann West Community Center has requested the Township s partnership once again, to provide 2016 summer recreational programs in Township parks. Motion by Mr. Frankowski to approve resolution Bill No. B was seconded by Mr. (10) B : Authorizing Township Participation in the Pennsylvania Department of Transportation Sodium Chloride Bid and Contract Award to Selected Vendor Manager Jakubec explained in order for the Township to continue participating in the Pennsylvania Department of General Services ( DGS ) sodium chloride (road salt) contract a new Salt Contract Participation Agreement must be executed and submitted to DGS by March 15, The Township shares contracts with the North Hills Council of Governments and the State for road salt and it is recommended that the Township continue to share the road salt contracts for the upcoming winter season in order to maximize cost savings, needed Council Regular Meeting Minutes 8

9 tonnage and delivery. She noted 2,800 tons would be purchased through the State contract and 1,000 tons would be purchased through the North Hills Council of Governments. The Township will meet the minimum purchase requirements this year. Motion by Ms. Eccles to approve resolution Bill No. B was seconded by Vice President Vogel and carried unanimously. D. Motion (1) Ratifying the Extension of the Police Officer Eligibility List The Manager noted the Township Civil Service Commission met on February 15, 2016, at which time the Commission unanimously voted to extend the validity of the Police Officer Eligibility List for 12 months. Council is requested to ratify the extension of the Eligibility List. Motion by Ms. Eccles to extend the current Police Officer Eligibility List was seconded by Mr. VIII. COMMUNICATIONS No comments. A. Citizens B. Council Mr. Frankowski noted Shaler Township recently converted to using PDAs and he questioned the potential savings over the course of a year by using electronics instead of paper for the agenda packets. Manager Jakubec indicated she would research the cost of tablets, though paper could be provided to Council Members that prefer a paper copy. Mr. Tom Portante, Margery Drive, asked if the Township was to move forward with the tablets if the public would be able to see the backup information provided to Council. Vice President Vogel stated not all backup information provided to Council is public information. Mr. Portante stated if the public does not have information before Council votes, the public cannot comment; and after the vote public comments do not matter. Vice President Vogel agreed the information needs to be more available. Manager Jakubec recalled the Solicitor had advised anything in draft form is not public. She noted after ordinances are introduced they are posted to the Township website. Ms. Cindy Harris, Fox Pointe, suggested sending the information through an list and the does not have to include information that is not public. She indicated most people own tablets. Council Regular Meeting Minutes 9

10 President Smith requested a written summary from the Solicitor as to what is public information and what is not. He believed O Hara Township to be as transparent as any other municipality. Vice President Vogel did not support ing the information. Mr. Portante stated he was not trying to be obtrusive, but would like the residents to be able to find the information easily, which would save quite a bit of money. President Smith indicated he is not a technology person and it would add more work to the Manager s plate, and maybe require additional staff. He recalled people expressing concerns of raising taxes. The Manager indicated she would research the use of tablets as far as cost, time and effort, and would discuss with Shaler Township s Manager. C. Staff (1) MS4 Update Manager Jakubec noted the recent joint Town Hall Meeting/Open House at the Cooper Siegel Library. She also noted the Township Engineer had attended MS-4 related classes. Mr. Steinert, Jr., P.E. referenced the results of Year 3 requirement of testing, noting 20% of the Township s outfalls were tested and 21 outfalls need to be further investigated; a list of required repairs was also provided. Manager Jakubec stated additional MS-4 information would be included in the Township Newsletter. Ms. Eccles questioned who would fix the outfalls, which Mr. Steinert, Jr., P.E. explained if it is private, the owner will need to fix it. He noted intentions of the Township hiring two laborers because MS-4 requires additional manpower. The repairs would occur as the deficiencies are found. Vice President Vogel questioned potential repercussions if a dog owner does not clean up after the pet. Mr. Steinert, Jr., P.E. stated the Township could send a violation notice. The Manager noted the preference is to flush pet waste in the toilet; if it is put in the trash it ends up in a landfill. Mr. Steinert, Jr., P.E. stated the Township must test 20% of outfalls every year. Lennon Smith Souleret collected and sent samples to a lab. Vice President Vogel questioned the possibility of collecting samples in-house and sending to a lab, which Mr. Steinert, Jr., P.E. indicated was possible. Manager Jakubec indicated MS-4 updates would be included at least once a month on the agenda. Council Regular Meeting Minutes 10

11 (2) State Pension Aid Update The Manager informed Council that the State pension aid may be delayed due to the State budget issue, or withheld. If so, the Township will have to fund the pension. IX. ADJOURNMENT Motion by Vice President Vogel to adjourn the meeting was seconded by Mr. Frankowski and carried unanimously. The meeting adjourned at 8:35 p.m. Attachment(s): Sign-In Sheet(s) Cathy Bubas, Manager s Secretary Council Regular Meeting Minutes 11