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MINUTES OF THE SEPTEMBER 13, 2004 MEETING OF BOROUGH COUNCIL The seventeenth regular meeting of the Hamburg Borough Council for 2004 was held this evening at the Hamburg Municipal Center with President Adam Dries presiding. The meeting was opened with Pledge of Allegiance to the Flag and a Prayer. Members Present – Adam Dries, Tammy Wilkinson, Charles Figard, Jeanette Heckman, Martha Bertolet, Dale Schlenker Members Absent – Tina Yoder Also Present – Lynda G. Albright, Borough Manager, Kim Y. Berger, Recording Secretary, Solicitor Shollenberger Visitors- Nikki Murry (Hamburg Item), Norma Berger, Neven Dries, Sylvia Summons, Lori Guldin, Kim Emes, Mike Trask (Reading Eagle), Brad Breininger, Kerry Delong, Pat Delong, Chief Michael Painter A motion was made by Charles Figard and seconded by Martha Bertolet to approve the amended agenda by adding the purchase of a copier for the police department under New Business. ROLL CALL: AYES – A. Dries, T. Wilkinson, M. Bertolet, J. Heckman, C. Figard, D. Schlenker NAYES – None COURTESY TO AUDIENCE Nothing A motion was made by Charles Figard and seconded by Martha Bertolet to approve the minutes of the August 23, 2004 and September 7, 2004 meeting. (Question: Councilwoman Wilkinson questioned where the OTF sign was placed that is on the Public Works Supt. Report. Councilman Schlenker stated that it was in Tilden. Ms. Wilkinson questioned if the borough does this for all the organizations. Mr. Schlenker stated that we have done it for others and that is was not a big deal.) ROLL CALL: AYES – A. Dries, T. Wilkinson, M. Bertolet, J. Heckman, C. Figard, D. Schlenker NAYES – None A motion was made by Jeanette Heckman and seconded by Dale Schlenker to approve the following reports: Borough Manager’s Report, Public Works Supt. Report, Water/Sewer Supt. Report, Office Manager’s Report, Recreation Director’s Report, Treasurer’s Report and Police Report, Property Committee Report, Personnel Committee Report and the Public Relations Committee Report. (Councilman Schlenker stated that the vandalism at the park has to be looked at very closely. The actions have got to stop. Mr. Schlenker also asked that a different report be looked at for the police report. This will be discussed further at Safety Committee.) ROLL CALL: AYES – A. Dries, T. Wilkinson, M. Bertolet, J. Heckman, C. Figard, D. Schlenker NAYES - None BOROUGH MANAGERS REPORT The Borough Manager’s activities for the month of AUGUST, 2004 included the following: Held Staff meetings to discuss various issues. Handled complaints as needed. Attended monthly meeting of Our Town Foundation. Met various times during the month with John Leonforte, Code Enforcement Officer, for updates on projects he is working on. Met with Toby Bell of EMC Insurance regarding the resident who fell out in front of the municipal building. Met with Don Seibert of Mid-Atlantic Canners to discuss the replacement of a sewer line at Front and Grand Street and responsibility for the cost of same. Attended the quarterly meeting with Benecon (medical insurance representative) to review various insurance issues to date and to discuss rates for next year. We will hopefully have more information by the end of September. Attended a meeting with Representative Argall, Engineer Greg Unger, W/S Supt. Keith Brobst, to discuss the Authority’s financial needs for an upgrade and expansion to the sewer plant. It is hopeful that we will be receiving some of the needed funding for the project as it moves forward. Met with Bob Carney of the Berks County Office of Aging and Debbie Evans, Senior Center Manager, to discuss the potential closure of the Senior Center on a full-time basis. There is a possibility they would like to maintain Meals on Wheels and congregate feeding on a somewhat limited basis and I have asked them to submit a proposal on exactly what their needs will be as well as associated costs. Met with Deena Kershner of OTF to review information she had obtained on various grants that may be beneficial to the Borough and/or Authority. Met with Doug Kramer of Synergetics to open bids for the storm sewer work to be done on North 3rd Street and the paving of the municipal parking lot. EJB Paving was the apparent low bidder and it is hoped that pending County approval, the Borough will award the bid and work will commence shortly. Met with Rick Pickel, Public Works Supt. and John from E.M. Kutz about the borough obtaining a new dump truck via a lease/purchase agreement and the ability to pay for same out of the liquid fuels money over a five-year period. Met with Martha Bertolet, Finance Chairwoman, to discuss and review the first half-year receipts and expenses. Also spend time doing some preliminary work on the 2005 budget and gathered information for some of the new council members. Also worked on calculating the breakdown on insurances for the various departments. In addition to the two regular council meetings and Recreation Board, attended Property Committee, Safety Committee, Road Committee, W/S/Public Relations. If anyone has any questions regarding my report, please feel free to ask. Attached with my report are the activities of my staff for the month of AUGUST, 2004. PUBLIC WORKS SUPERINTENDENT’S REPORT Work has commenced on cutting the flood control dams. Repaired a ½" water line at 139 N. 3rd Street. Repaired a 3" PVC water line at the reservoir near the building. The crew is in the process of painting curbs around the borough. Cutting of weeds/brush continues behind the guardrails along Port Clinton Avenue and Chestnut Street. With the combination of all this rain and sun, cutting of grass continues on a very busy schedule. Repaired stones on the greenway after the storms. Cold patching continues around the borough. Hot patching cannot be done due to lack of manpower and other jobs being done. Repaired street signs and directional signs including Grandview and Catherine Street. Met on several occasions with John Leonforte regarding curb work. The part-time employee continues to dig around the garage checking the posts for deterioration. Painted "SCHOOL" on State Street and Windsor Street. Repaired the bathroom sink at the park. Painted the park tables, benches and bleachers again. The juveniles continue to deface our property. Dug holes and erected the sign for the Our Town Foundation. Moved a shelving unit and moved in filing cabinets for the Building Inspector. Attended staff meetings and Road Committee as requested.
Water/Wastewater Superintendent’s Report August 2004 Water The 8" meter vault was again found full of water. We added an extra pump to keep up the infiltration. There was no damage to the meter. SDE is preparing a bid to find the source of the water.The morning of August 5, upon arriving at the water plant, Tony found water coming up through the ground and across the parking lot. After much searching and digging we found an elbow and gasket in the clarifier recycle line broken and leaking. As it is no longer a viable practice to recycle water from the clarifier, the line was cut and capped on both ends. While the plant was down the pressure reducing valve and strainer for the plant were cleaned. In addition, through all this we got a large amount of leaves and organic debris into the bottom of the #1 filter clarifier. We drained and flushed the clarifier and everything seems to be working fine. Problems remain in regard to backwash and rewash on #2 filter. We are conferring with Roberts to resolve the issue. Wastewater Heavy rain has caused problems at all three pumping stations. Both Edenburg and Ridge Lawn overflowed and there was a by-pass at Pine Street. PaDEP was notified and the appropriate paperwork has been filed. We have seen some progress through the in home inspections and repair of problems there. Significant work remains to be done. The wet summer has also held up cleaning and maintenance of the aerators and clarifiers. As soon as it seems feasible to take something off line we get a large amount of rain and can’t take anything off line. We have started to empty #2 primary clarifier and with any luck will proceed to the aerators next. The belt filter press has broken down and is being repaired. Some parts, however, are available only from the manufacturer and we are waiting for delivery. In the meantime we are hauling all sludge as liquid. I attended a meeting with Rep. David Argall in regard to financing the expansion of the wastewater treatment plant. Respectfully submitted Keith L. Brobst Water/Wastewater Superintendent OFFICE MANAGER’S REPORT
During the month, I worked on estimated receipts and expenses for the remainder of the year. Also worked on budget figures. There was a problem with the Municipal Access Channel and contacted Comcast and we straightened the problem out. Keith and I went to Manheim to pick up the municipal authority van. I contacted the recycling and trash contractors regarding their expectation of renewing for 2005. They have both agreed that they would renew with the increase as stated in the contract. Assisted with Community Day preparations, brochures etc. The Municipal Access Channel and web page continue to be updated. Weed notices, junk cars and other correspondence were sent. I worked on the police pension and non-uniform figures for the actuaries. Sewer inspection appointments and re-inspections continue. This will be winding down for the year and will restart in spring. I compiled a list of those property owners who continue to be in non-compliance and sent it to the solicitor for letters. Attended EMA Training – damage assessment at Berks County EMA. I met with Chief Painter regarding grants. Compiled a memo to the office staff regarding various issues. While the Police Secretary was out of the office, assisted with the police phone. Various pictures were taken of the park, chimney, bridge etc. Attended two council meetings and staff meetings as necessary. Respectfully submitted, Kim Y. Berger Office Manager RECREATIONAL DI RECTOR’S REPORT The beginning of August is a slow period for the pool. Our attendance is down due to the cool wet weather. By the 12th of the month we are now enjoying some increase in attendance. The weather has improved. We had 2 busy days the middle of the month. Most of our activity’s is now on the playground at this time. We had our last swim dance on the l8th of August, and although the weather was cool we had a fair amount of kids attend. By the 20th of August the pool attendance is slow as it is other years around this time. Parents and their children are preparing for the new school semester. We had hoped we would have the Labor Day Weekend a busy time, however mother nature did not cooperate with the weather. We are now preparing the pool for the close of the season. IMPROVEMENTS FOR NEXT YEAR: New ropes for the lap lane. New ropes for the deep section. Repairs to the floors of both big pool and baby pool. Skimmers for the big pool. Some kind of covering to provide for shade. June D. Hilbert Recreational Director
PROPERTY COMMITTEE MEETING AUGUST 24, 2004 MUNICIPAL BUILDING – 4 PM ATTENDING: Lynda Albright, Tammy Wilkinson, Chuck Figard, Jeanette Heckman & Dale Schlenker
HAMBURG BOROUGH POLICE DEPARTMENT 2004 AUGUST ACTIVITY REPORT
None due to illness PUBLIC RELATIONS Public Hearing Termination of a Planning Commission Member Members Present: Adam Dries, Tammy Wilkinson, Tina Yoder, Martha Bertolet, Charles Figard, dale Schlenker, Jeanette Heckman Also Present: Lynda Albright, Borough Manager, Solicitor Speicher, Leon Balthaser Visitors: Kim Berger, Kerry Delong A Public Hearing for Leon Balthaser was held for the removal/termination from the Planning Commission. This was held during the regularly scheduled Public Relations Meeting at 7:00 pm. President Adam Dries called the hearing to order at 7:00 pm. Borough Manager Lynda Albright stated the reasons for removal were based on that he had missed three of four meetings of the 2004 calendar year. That he also had violated many Zoning Ordinances that he had helped establish. Tammy Wilkinson questioned the overall attendance from when Mr. Balthaser was appointed, the length of his term, and how long was he a member of the Planning Commission. The Borough Manager stated that she did not have that information present that the attendance record she did have was form the year 2004; which he had missed three of four meetings. The Months also listed for 2003 were March, April, and June that Mr. Balthaser was present for the 2003 Meetings. Tammy Wilkinson asked Mr. Balthaser if he had known his attendance and the length of the term he had served. Mr. Balthaser stated he was not sure of the length of his service on Planning Commission, other than he had been serving his second appointment and that he was the Chairman of the Planning Commission for two years up until January 2004. During his time as Chairman he had made every meeting. He stated that he had served on many Committees and Council for 20 years. Tina Yoder asked why the full records were not present at this time. The Borough Manager had stated that she had brought the recent records for 2004, since that was the time that Mr. Balthaser had missed the meetings. Chuck Figard had stated, that if we remove Mr. Balthaser from Planning that it should be done correctly. Tammy Wilkinson stated that since nonfeasance was the reason for removal, that the overall attendance should be reviewed and not just the last few months. That there was no policy on how many meetings a member of the Planning Commission would need to miss prior to being removed. That the Municipal Planning Code 206 only provided guide lines on that the reason for removal was malfeasance, misfeasance or nonfeasance. The Planning Commission should have a policy on missed meetings and removal, before we take action. Dale Schlenker asked why Mr. Balthaser had not called into the office prior to the Planning Commission Meetings to notify that he was not able to attend. Dale stated that Mr. Balthaser knew the Planning Commission had regularly met on the 3rd Monday of every Month. Mr. Balthaser stated that he had called into the office when he was not able to make a meeting. The Borough Manager stated that the Public Hearing for the new Zoning Ordinance had to be cancelled due to lack of quorum. That this was an important meeting for the public. Mr. Balthaser was not available and the meeting had to be cancelled. Martha Bertolet asked what members were not able to attend the meeting, that had to be cancelled. The Borough Manager stated that Hank Clark had also missed and a letter was sent to him as well. A letter resignation was submitted by Hank Clark, and was on the agenda for that evening’s Council Meeting. President Adam Dries asked Mr. Balthaser if he had any comment and if he had wished to remain on the Planning Commission. Mr. Balthaser stated that he had wished to stay on the Planning Commission. He was a volunteer, he did not receive pay for this position. He also worked as well and had missed do to work in the last few months but felt he would be able to attend future meetings. Jeanette Heckman stated that there were other interested people that wished to serve on the Planning Commission. President Adam Dries entertained a motion to retain Mr. Balthaser on the Planning Commission. The motion was made by Tammy Wilkinson and seconded by Tina Yoder. Discussion was held on the motion. Martha Bertolet had asked if we could have a stipulation that if Mr. Balthaser had missed a future meeting, that he would be removed automatically so that the Council would not have to do this all over again. The Borough Manage stated that was not possible due to that a health matter would be an exception and that we could not single out Mr. Balthaser. That a Policy for the Planning Commission would need to be in affect, the Chairman of the Planning Commission had wrote a policy and it would be reviewed through the Personnel Committee at their next meeting. Tammy Wilkinson asked if Council would have the final decision on what the policy would contain. The Borough Manage confirmed that Council would have the final decision. With no further discussion, the vote was taken. Nays – Dale Schlenker, Martha Bertolet, Jeanette Heckman, Chuck Figard Ayes – Tina Yoder, Tammy Wilkinson, Adam Dries With four Nays and three Ayes the motion did not carry. Mr. Balthaser was removed form the Planning Commission. President Dries ask for a motion to adjourn the meeting. Having received one the meeting was adjourned at 7:20 pm. Adam Dries Tammy Wilkinson OLD BUSINESS None At this time the following bids were opened for the curbing and roadbed work for North 6th Street. Landis Deck and Sons – Roadbed - $30,254 Barwis Construction – Roadbed - $30,638.55 Barwis Construction – Curbing - $29,780.00 A motion was made by Jeanette Heckman and seconded by Dale Schlenker to accept the bids and have the solicitor; Building Zoning Officer and Borough Manager review them prior to award. ROLL CALL: AYES – A. Dries, T. Wilkinson, M. Bertolet, J. Heckman, C. Figard, D. Schlenker NAYES - None On the recommendation of the Borough Manager, a motion was made by Dale Schlenker and seconded by Jeanette Heckman to approve the request for the Hamburg Area High School to hold their annual Bonfire on Thursday, September 30, 2004, from 7 p.m. to approximately 9:30 p.m. (Fire Company will be on standby to light, maintain and put out the fire.) ROLL CALL: AYES – A. Dries, T. Wilkinson, M Bertolet, J. Heckman, C. Figard, D. Schlenker NAYES – None On the recommendation of the Borough Manager, a motion was made by Dale Schlenker and seconded by Charles Figard to approve the amendment to the Agreement with the county, which extends the time for completion of the CDBG project to December 31, 2005. (This is for the parking lot). ROLL CALL: AYES – A. Dries, T. Wilkinson, M. Bertolet, J. Heckman, C. Figard, D. Schlenker NAYES: - None A motion was made by Martha Bertolet and seconded by Dale Schlenker to purchase a copy machine for the police department in the amount of $1,718, which will come out of the police budget. The maintenance contract of $225 is included in the price. ROLL CALL: AYES – T. Wilkinson, M. Bertolet, C. Figard, D. Schlenker NAYES: - A. Dries, J. Heckman A motion was made by Dale Schlenker and seconded by Jeanette Heckman to approve payment of invoices totaling $232,220.42. ROLL CALL: AYES – A. Dries, M. Bertolet, T. Yoder, J. Heckman, C. Figard, D. SchlenkerNAYES – None T. Wilkinson abstained from Met-ed and the Reading Eagle LIST OF BILLS AT&T 32.10 AT&T 151.54 Airgas East 23.07 Albert’s Warehouse 131.18 B.C.M.H.I.P.G. 17,492.87 Barko Cleaning Service, Inc. 824.00 County of Berks 1,836.97 Berks-Mont Newspapers, Inc. 343.14 Bright Sign Inc. 750.00 Burkhardt Mechanical 949.00 Classic Harley-Davidson 26.40 E-Mac Dairy Brush Co. 55.80 Ehrlich Co., Inc. 126.00 Fort Dearborn Life Insurance 223.27 Galls Inc. 69.05 Goodyear Wholesale Tire Center 15.16 Great Valley Consultants 1,488.83 Herr Foods Inc. 28.87 Hershey Creamery Co. 154.80 Hill-Donnelly/City Publishing 144.98 Hoy Lube Inc 428.95 Mike Kershner 385.75 Kermit K. Kistler Inc. 11.50 Leisawitz, Heller, Abramowitch 2,403.18 M & T Bank 21,230.04 Paul Melniczek 126.00 Met-Ed 5,253.51 Miller Municipal Division 267.50 Mountain View Supply 241.82 Muhlenberg Foods Inc. 105.68 Municipal Employers Ins. Trust 188.50 Munis 195.08 National Safe Kids Campaign 60.00 Nextel Communications 762.15 State Workers’ Insurance Fund 6,629.00 PPL Gas Utilities 437.04 PSATS 240.00 Penn Pride, Inc. 1,050.09 Pitney Bowes, Inc. 37.24 Quartermaster 88.70 Quill Corp. 144.81 Reading Eagle Co. 399.36 Reading Foundry & Supply 212.10 Reed Smith LLP 119.75 M J Reider Associates Inc. 180.00 Rockwell Appraisals 575.00 Thren’s Auto Parts 119.24 ThyssenKrupp elevator 160.37 Tri-Tronics Inc. 70.90 Triangle Communications 170.50 Unifirst 375.97 Verizon 416.62 WEEU Broadcasting Co. 600.00 Weis Markets 66.44 Francis L. Werley 387.94 Win Outlet 121.35 Windsor Distributing 433.50 Windsor Press 503.20 Zee Medical Service Co. 51.30 TOTAL 70,117.11 INVOICES PAID PREVIOUSLY 116,557.22 TOTAL FOR APPROVAL 232,220.42 Purofirst 9,546.09 Union Fire Co. #1 Contribution 15,000.00 Northern Berks Recreation Contribution 1,000.00 Our Town Foundation Contribution 20,000.00 BILLS PAID DURING THE MONTH Borough of Hamburg – Gross Payroll 90,766.45 Borough of Hamburg – Emp. Share S.S. 5,141.49 Sam’s Club-Foodstand Supplies 755.50 Shawn Kramer 300.00 Ken Rentschler 25.00 Bartush Signs 15,039.00 PA State Police Central Repository 30.00 Department of Public Welfare 30.00 June Hilbert 93.20 Hamburg Legion 25.00 Samuel Alonge 1,350.00 Lynn Eckert 750.00 Paul Heckart 200.00 Culture Shock Performing Arts 100.00 Jarred Heckart 100.00 Gene Galligan 250.00 Stephanie Waldron 100.00 Kayla Stambaugh 75.00 Brittany Ebeling 50.00 Brenda Garman 250.00 Rose Bilski 70.00 Nola Long 50.00 Florence Schappell 25.00 Arlean Spayd 25.00 Judy Barkman 25.00 Barry Kramer 25.00 Judy Willingham 15.00 Carol Emery 15.00 Cub Pack #184 50.00 Berks County Treasurer 133.00 Dell Marketing L.P. 539.00 PSATS 150.00 Petty Cash 4.58 SOLICITOR’S REPORT An executive session was called at 7:50 p.m. to discuss personnel issues regarding Civil Service. Meeting reconvened at 8:15 p.m. Solicitor Shollenberger stated that on October 23, 2004 starting 8 a.m. North Berks Recreation Commission have decided to do a clean up on the canal along Port Clinton Avenue, clearing brush, trees, etc. Anyone interested in helping, please come out. This area could be used for ice skating could take place again. INFORMATION ITEMS SEPTEMBER 20, 2004 – 7P.M. – PLANNING COMMISSION SEPTEMBER 21, 2004 – 3:30 .M. - SAFETY COMMITTEE SEPTEMBER 15, 2004 – 7 P.M. – AUTHORITY MEETING SEPTEMBER 27, 2004 – 7:00 P.M. – WATER/SEWER COMMITTEE AND PUBLIC RELATIONS SEPTEMBER 27, 2004 - 7:30 P.M. BOROUGH COUNCIL MEETING SEPT EMBER 25, 2004 – HERITAGE DAY Work on the storm sewer installation on North 3rd Street between the Municipal Building and State Street to commence within the next two weeks; in addition paving of municipal parking lot will be done following the storm sewer project. All work to be completed before the end of October. President Dries stated that the Borough received several citations or proclamations for "Hamburger Festival". Scott Kreider questioned the status of Catherine, Arthur, Grandview Terrace and N. Crescent Avenue paving. Manager Albright stated that it is still being worked on and nothing will be done until next year. We are working on N. 6th Street (North of I-78) right now. Brad Breininger questioned if the borough was pay8ng for the curbing. Manager Albright stated that the borough would pay the cost up front and bill the property owners. It is more cost effective that way. Manager Albright stated that we changed the ordinance to reflect that and each property owner will be assessed based on footage. Mr. Kreider stated that it is unfair to those residents who could either to it themselves (self contractor) or have someone they know do the curbing to spec. Why should the property owner have to pay someone else to do the work when they could be doing it themselves. What happens if the owner cannot pay? The borough will be putting out all this money and the people who cannot pay the fee will not pay the borough back. President Dries stated that this ordinance should be discussed further. The points brought out are valid. There being no further business, the meeting adjourned at 8:27 p.m. on the motion of Charles Figard and seconded by Tammy Wilkinson.
Attest: Kim Y. Berger Recording Secretary/Office Manager
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