I. OPENING PROCEDURES TOWNSHIP OF O HARA COUNCIL COMBINED REGULAR MEETING AND WORKSHOP MINUTES JUNE 12, 2012 A. Pledge of Allegiance lead by President Smith. B. Call to Order by President Smith at 7:03 p.m. C. Roll Call Council Members Present: Robert John Smith, President of Council; Charles Vogel, First Ward; Mark F. Rothert, Second Ward; John R. Denny, Jr.*, Fourth Ward; Alan C. Templin, Fifth Ward Absent: Also Present: Brian R. Kozera, Sr., Vice-President of Council; Bart E. Bodkin, At-Large Richard J. Stampahar, Treasurer; Julie A. Jakubec CPA, Township Manager; Brock McCandless, Township Solicitor; Charles W. Steinert, Jr., P.E., Township Engineer; Loren R. Kephart, Public Service Superintendent; James R. Farringer, Police Superintendent; Cathy Bubas, Manager s Secretary Manager Jakubec noted Vice President Kozera, Sr. is responding to a fire alarm, Mr. Bodkin is out of town, and Mr. Denny, Jr. is running late. President Smith noted the presence of a quorum of Council. II. APPROVAL OF MINUTES A. Council Workshop May 1, 2012 B. Council Regular Meeting May 8, 2012 Motion by Mr. Rothert to approve the subject minutes as presented was seconded by Mr. Templin and carried unanimously. III. FINANCE A. Receipts and Expenditures Records April 2012 Motion by Mr. Vogel to approve the April 2012 Receipts and Expenditures Records as presented was seconded by Mr. Rothert and carried unanimously. Council Combined Regular Meeting and Workshop 1
B. Vouchers May 2012 Motion by Mr. Templin to pay the May 2012 Vouchers as presented was seconded by Mr. Rothert and carried unanimously. The total of all Vouchers is $606,748.80. C. Treasurer s Report Mr. Stampahar commended staff on the good work, noting such expenses as the ALCOSAN bill in the amount of $288,489.79. IV. REPORTS A. Other Organizations and Agencies Reports Mr. Vogel attended a Northern Basin Group meeting, during which time a consent order feasibility study was discussed and would be further discussed among Council and staff this evening. No comments. No comments. B. Monthly Departmental Reports C. Manager s Report V. NEW BUSINESS A. Ordinance Introduction for First Reading (1) Restating the Police Pension Plan B-26-2012 Manager Jakubec explained as a result of many amendments to the Police Pension Plan over the years, it is recommended that the Plan be restated in its entirety for clarification and to easily research information. Motion by Mr. Templin to introduce for first reading ordinance Bill No. B-26-2012 was seconded by Mr. Vogel and carried unanimously. B. Resolutions (1) Awarding the Sport Court Coatings Contract B-27-2012 The Manager noted Township Engineer Chuck Steinert is recommending awarding the subject contract to The Meneghini Company in the amount of $16,560.50, which includes Raymond A. Schafer, Jr. Memorial Park and Woodland Park Basketball Courts, and Alternate 1, the Squaw Valley Park Basketball Court Skate On Laykold Colorcoat less the Armor Crack Sealing since the court will be resurfaced with all the other courts. Council Combined Regular Meeting and Workshop 2
Motion by Mr. Vogel to approve resolution Bill No. B-27-2012 was seconded by Mr. Rothert. Mr. Vogel asked when Schafer Park and Squaw Valley Park basketball courts would be completely done, as he is in the midst of planning a picnic. Mr. Steinert, Jr. had hoped the paving would begin in June, but it appears the paving won t begin until July. He anticipated the basketball courts would be ready for play by the end of August, but would follow up with the paving company. On roll call, the motion carried unanimously. *Mr. Denny, Jr. arrived at 7:11 p.m. (2) Awarding a Contract for the Purchase of Public Service B-28-2012 Department Equipment Manager Jakubec referenced a memo from Loren Kephart requesting authorization to purchase two (2) new leaf vacuums through the Pennsylvania COSTARS Purchasing Contract No. 025-021 Municipal Works Vehicles Contract, and a memo from herself explaining the benefits of the new leaf vacuum. Walsh Equipment submitted the lowest bid for the leaf vacuums as specified, in the amount of $54,300.00 less $2,000.00 trade-in value for each of the two leaf vacuums, for a total cost of $50,300.00. Motion by Mr. Vogel to approve resolution Bill No. B-28-2012 was seconded by Mr. Denny, Jr. President Smith asked if the new equipment would save time and money. The Manager explained the current leaf vacuums require a four-man crew, and the new equipment should allow for less manpower, providing employees to work on other projects. She stated collecting leaves is a very time-consuming process. Manager Jakubec informed Council that she wrote a State 902 recycling grant application in hopes of receiving reimbursement of the costs for the new leaf vacuums. On roll call the motion carried unanimously. (3) Awarding the North Hills COG Sodium Chloride Contract B-29-2012 The Manager noted the North Hills Council of Governments received and opened bids on May 22, 2012 for the purchase of sodium chloride. Morton Salt was the lowest responsible bidder, with a cost of $60.42 per ton, the same cost as the 2011-2012 winter season. She explained contracts for purchasing salt are split between the State and North Hills COG. The needed tonnage was reduced for the North Hills COG contract due to the past mild winter. Mr. Rothert motioned to approve resolution Bill No. B-29-2012 and Mr. Templin seconded the motion. On roll call the motion carried unanimously. Council Combined Regular Meeting and Workshop 3
(4) Amending the Township Fees Resolution B-30-2012 Manager Jakubec stated it has been suggested that the Township charge non-township residents for Notary Services rendered. The fees are set by the Secretary of the Commonwealth and approved by the State Attorney General. It is also suggested that the fee for the use of Public Service Equipment or Vehicles be clarified as to number of units, per day fee or per hourly fee. Also clarified is the fee for residential and commercial sewer taps. The Manager further explained the Township Notary had a verbal agreement with the Fox Chapel Borough Notary to provide services free of charge when either notary was on vacation. About one year ago, the Fox Chapel Borough Notary began charging O Hara Township residents for notary services, while the O Hara Township Notary did not charge Fox Chapel Borough residents for services. Mr. Vogel suggested reimbursing Township residents for notary fees if other municipalities charged the resident for the service; or, the other municipalities could bill the Township. Mr. Denny, Jr. supported charging notary fees to non-township residents and reimbursing Township residents that are charged notary fees. Manager Jakubec stated she would contact the Fox Chapel Borough Manager concerning a mutual agreement among the Notaries. The Manager also informed Council that staff is cutting grass on more private properties and liens are placed against the property. She recommended clear language regarding the fee as it relates to equipment and time to cut the grass. Motion by Mr. Templin to approve resolution Bill No. B-30-2012 was seconded by Mr. Vogel and carried unanimously. (5) Appointing an Authorized Depository for the Police Pension B-31-2012 Deferred Retirement Option Plan ( D.R.O.P. ) The Manager recalled Council had amended the Police Pension Plan in December 2011 to provide for the Deferred Retirement Option Plan for the Police Pension. It is recommended that Council appoint ICMA as the authorized depository for the Police Pension Deferred Retirement Option Plan. She explained when a Police Officer enters into the Deferred Retirement Option Plan, an interest-bearing account will be created with ICMA in the Township s name, and PNC Bank will transfer the money to the ICMA account and the money is held in trust for that Police Officer. ICMA deals with these types of plans, whereas PNC Bank wanted the Manager to act as Personal Trust Agent. Motion by Mr. Denny, Jr. to approve resolution Bill No. B-30-2012 was seconded by Mr. Vogel and carried unanimously. VI. CITIZEN COMMENTS CONCERNING NON-AGENDA ITEMS No comments. Council Combined Regular Meeting and Workshop 4
VII. REVIEW AND DISCUSSION A. Request for Exoneration of Delinquent Tax Penalties Manager Jakubec referenced a request to waive penalties and interest accrued on delinquent taxes due to financial hardship. She noted historically Council has not waived interest or penalties on delinquent taxes. Mr. Vogel noted the penalty is part of the collection fee the Township pays. Mr. Denny, Jr. recalled accommodating a past similar request. Manager Jakubec indicated the Township could request Berkheimer to stop accruing interest if the resident were to enter into a payment plan. Mr. Vogel recalled over the years, this resident has been overdue on paying taxes, and recently lost his job. He indicated Council would be more than generous by freezing the interest. Manager Jakubec added as a condition that the resident remain current in paying earned income tax to Jordan Tax Service. Motion by Mr. Denny, Jr. for the resident to engage with Berkheimer to enter into a payment plan was seconded by Mr. Vogel. President Smith noted the resident is offering to pay the taxes in full if Council would waive the delinquent penalties. On roll call the motion carried unanimously. B. Administrative Consent Order Feasibility Study Status Manager Jakubec referenced a memo from Eric Tissue, P.E., of KLH Engineers, concerning a feasibility study. The memo requests Council to pass a resolution, which the Solicitor does not recommend, as anything included in the study could be morphed into the Consent Order. Mr. Steinert, Jr., P.E. noted the study is a draft and the final Feasibility Study is not due until next year. The Study had the Township look at the sewer system as it is, including deficiencies, and recommend implementation for repairs. Other improvements could involve increasing the size of the pipe, storage facilities for increased wet weather flow, or, in a lot of cases, the Township is actually recommending we do nothing. The Township sends most of the flow to ALCOSAN and ALCOSAN deals with it. Currently the Township has two sewer lines that will be addressed in the Feasibility Study with no direct repairs mentioned. One line is near Seitz Run and the other line is near Powers Run. Those will be reviewed next year, and hopefully, with the work in Sharpsburg, the Township will not have to implement any repairs. Manager Jakubec explained ALCOSAN s modeling system identified these areas as having problems. The Township is collecting actual flow monitoring data to prove ALCOSAN s model is not accurate. Mr. Steinert, Jr., P.E. stated ALCOSAN s model shows the Township has several manholes that are overflowing and backing up, and the Township has never had any of those issues. Mr. Vogel questioned if staff checks for overflows after bad storms have passed through the area. Mr. Steinert, Jr., P.E. stated the Township has only one overflow in Squaw Run and it has not functioned for years. Once the pipe is upsized for the VA it should handle any flow that goes through. Mr. Vogel clarified the Township is trying to demonstrate to ALCOSAN that the overflows do not exist even during heavy rain periods, and if the Township could demonstrate sewer did not overflow last night, then obviously their model is incorrect. Mr. Council Combined Regular Meeting and Workshop 5
Steinert, Jr., P.E. stated the flow monitors are not in Squaw Run. Flow monitors are currently in place in Seitz Run and Powers Run watersheds, which are locations where they are either just upstream or downstream of the projected overflows and backups. The last round of monitoring did not show any backups, and so far this month there hasn t been any overflows or backups. He noted when the monitors were installed the manholes were clean. If there was a backup, you would see debris. Mr. Vogel stated since O Hara is included in the Pine Creek watershed, he questioned if the Township Engineer was involved in the joint effort. Mr. Steinert, Jr., P.E. confirmed and explained Shaler Township is working on a new trunk line/interceptor for Route 8 and all municipalities that would flow into it are included. If it ever happens, which is projected in 2023 2024, at that time the Township would eliminate the pump station to be constructed along Saxonburg Boulevard, and build a gravity system. The Township is interested in discussing the project, and participating in the study. He believed Shaler Township is hoping O Hara Township will pay for the design and initial construction, then pay for it for a period of two or three years and then ALCOSAN assumes the debt. Mr. Steinert, Jr., P.E. indicated that to be the long term plan, but was unsure if it would ever come to fruition. He did not know if or how it would affect the Township s Saxonburg Sewer extension, and if it would be considered a part of the plan. It depends upon the sewer line trunk size. Shaler Township is thinking a 12 and larger line and the Township is planning for an 8 sewer line for Saxonburg. The Township will need to decide whether or not to take ownership or hand it over to ALCOSAN. Mr. Vogel stated he would not repeat the mistakes that were made in the 1950 s by his predecessors. He recalled his Father built the home and they moved into the home in 1956. In 1958 his Father was told to abandon the 2-year old septic system and connect to the public sewer system. He further clarified what he meant by mistakes. The Manager indicated staff would keep Council up to date as things proceed. C. Update on Fox Chapel and Freeport Roads Intersection Cameras Manager Jakubec recalled prior discussion concerning a program initiated by Allegheny County District Attorney Steven Zappala, Jr., whereby video cameras have been installed in Etna, Sharpsburg and Aspinwall Boroughs. The Plan involves the installation of video cameras all along the State-maintained Freeport Road corridor. John Hudson, the program coordinator, has provided information concerning the upcoming camera installation. The Township is requested to incur costs associated with the connectivity of the cameras, estimated at $2,576.76 per year. Mr. Vogel clarified the cost is essentially for the cable service. The Manager noted the videos would be available to the police in the event of a crime, such as a robbery or missing child. Police Superintendent Farringer stated the District Attorney s Office is purchasing the cameras and having them installed. To his knowledge, the Township would not maintain the cameras. President Smith asked if the fee is just for the cameras in O Hara Township, or if the fee is the Township s share with all the other municipalities. Manager Jakubec stated the fee is just for the cameras in O Hara Township. The consensus of Council agreed to the annual connectivity fee for the cameras. Council Combined Regular Meeting and Workshop 6
D. Update on Cooperation and Collaboration for Public Safety Delivery and Organization to the Fox Chapel Area School District Manager Jakubec recalled discussions during a recent meeting with the Managers of neighboring municipalities. The discussions included consideration of a regional fire police. Parkview VFD Chief Habay has offered to house the fire police. Ross Township indicated they would provide a copy of their Fire Police By Laws and meet with Parkview VFD members to discuss, as well as Associate memberships with the other fire departments. She explained the Fire Police must be included on a roster and covered by workers compensation in order to use equipment. Not all municipalities use the same workers compensation insurance carrier. A regional fire police would provide more available manpower during the day. The Manager noted the Township has Police Officers that are part of Region 13 S.W.A.T., whereas other school district municipalities do not. The other municipalities could buy in to use the County S.W.A.T. team. In addition coordination of police equipment is being initiated, and a survey of Police shifts information has been distributed. The idea is to maximize the Police in the school district so that one municipality is not lacking in police service. Mr. Denny, Jr. indicated one fire company is hesitant to participate in this joint effort, and questioned the Police Chiefs reactions. Police Superintendent Farringer stated in the next five years there will be five Chiefs retiring, and this effort may be good timing. Mr. Denny, Jr. acknowledged the focus has been on the fire departments, and the municipalities may be able to advance quicker with the Police Departments. The Manager noted Emergency Medical Services are preparing a survey. The Managers meet once a month, and the next meeting will be conducted in Indiana Township. No comments. E. Solicitor s May 11, 2012 Invoice VIII. CONCERNS OF COUNCIL Mr. Denny, Jr. stated Fox Chapel Authority repaired two pieces of Woodshire Drive about three or four months ago and have not been back. There are still ditches in the road. Mr. Kephart indicated he would contact the subcontractor. IX. CONCERNS OF STAFF Manager Jakubec informed Council that she prepared a State Farm Insurance Grant Application for LED Flare Kits. She also requested Council remain after the meeting for an Executive Session to discuss labor and legal matters. X. ADJOURNMENT Council Combined Regular Meeting and Workshop 7
Motion by Mr. Denny, Jr. to adjourn the meeting was seconded by Mr. Vogel and carried unanimously. The meeting adjourned at 8:03 p.m. and following a short break Council entered into Executive Session to discuss labor and legal matters. Attachment(s): Sign-In Sheet(s) Cathy Bubas, Manager s Secretary Council Combined Regular Meeting and Workshop 8