March 27, 2018  MILLERSVILLE BOROUGH COUNCIL MEETING MINUTES The MILLERSVILLE BOROUGH COUNCIL MEETING was held on Tuesday, March 27,2018 in the Millersville Borough Public Meeting Room located at 100 Municipal  Drive, Millersville, Pennsylvania.  The meeting was called to order at 7:00 p.m. by Council President, Daniel P. Ostrowski,  followed by the pledge to the flag and ai moment of silence was observed.  COUNCIL MEMBERS  Daniel P. Ostrowski Lynn M. Miller Dianne M. Bates (absent) Bruce A. Cantey  Richard M. Moriarty, Mayor Scott A. Bailey Linda L. Bellile Mary Ann Gerber  OTHERS PRESENT  Bradley N. Gotshall, Millersville Borough Manager John D. Rochat, Millersville Borough ChiefofP Police Jessie L. Ebersole, Millersville Borough Finance Officer Steven A. DiGuiseppe, Millersville University Tracey L. Rash, CPA, CGFM, Maher Duessel Sara H. Brenneman, CPA, Maher Duessel J.F Philip Gerber, 10 Circle Road, Millersville Sam Bigler, 17 Wabank Road, Millersville CITIZEN'S REQUESTS OR CONCERNS  Elaine Jones, LNP  Mr. Phil Gerber from 10 Circle Road announced a bingo event being held at the Knights ofColumbus on New Danville Pike on Sunday, April 15th to raise money for the Community Parade. He asked for Council's consideration to hang a few old photos in the public meeting room and/or somewhere ini the lobby. These old photos were donated by Mr. Gardner and at one point were on display in the old borough building. He also requested that the wooden framed, early map oft the borough be moved to the public meeting room for better viewing. President  Ostrowski asked that Mr. Gotshall try to accommodate the request.  FINANCE ADVISORY COMMITTEE REPORT  President Ostrowski noted that the audit presentation would have been given in detail at the Finance Advisory Committee meeting, however due to the 14 inches of snow, the meeting was cancelled. He introduced Ms. Rash and Mrs. Brenneman from Maher Duessel, Certified Public Accounts for al brief presentation of the Borough's audit of the 2017 Financial Statements. Ms. Rash noted that Council would typically have final documents for this meeting but as President Ostrowski mentioned the meeting was cancelled. She further noted that ifthe documents are approved tonight, she would mail finals documents tomorrow. She stated that this financial statement is different than the financial statement produced last year. Last year's  lof6    March 27, 2018  MILLERSVILLE BOROUGH COUNCIL MEETINGI MINUTES  statements were produced on the general accepted accounting principles which mean thel balance sheet would have reflected receivables, accrued payables, assets and debt, etc. She went on to explain that last year at this time the Borough decided to switch to a cash basis and that that basically means transactions are. recorded like your personal checkbook. Simply, receivables are recorded when cash comes in and payables are recorded when cash goes out. Ms. Rash stated the financials presented have received an unmodified opinion, which she explained is the best opinion you can get. She went on to note that they have found the financial statements to be materially correct. She next reviewed the budget-to-actual statement by first noting the large over spent amount (two million) in total disbursements. Further down the statement she noted under the 'Other Financing Sources', the two million is reflected inj proceeds from the issuance oflong term debt. She stated the Borough closed the fiscal year with a negative net result of approximately $53,000. Ms. Rash next reviewed the pension notes that showed the actuarial valuation as of January 1, 2017, by highlighting that the police pension plan was funded at 81% and that the non- uniform pension plan is 93%1 funded. She ended her presentation by stating there were no findings, disclosures, or difficulties in performing the audit. However, there was a suggestion to formalize aj policy to increase internal control. Mr. Bailey explained that there is a lack of written policies for anyone outside ofa collective bargaining agreement and recommends that this issue bei reviewed through the Personnel Advisory Committee. President Ostrowski thanked the Borough Manager and the Finance Officer for their work in preparing the Borough'sl Financial Statements as well as Maher Duessel's staff for their auditing services. Mr. Bailey made a motion to approve the 2017 Municipal Annual Audit and Financial Report, seconded by Mrs. Miller. With no further discussions the motion passed by a unanimous voice vote.  MINUTES  A motion to approve the minutes for the February 27, 2018 Council Meeting was made by Mrs. Gerber and seconded by Ms. Bellile. With no discussions the motion passed by a unanimous  voice vote.  REPORTS OF BOARDS, COMMITTEES. AND COMMISSIONS  Ms. Bellile reported on the Blue Rock Regional Fire Commission meeting held in the beginning ofl March. She stated that all oft the loans are paid off (applause was given). She went on to state that in light oft the events in Lebanon County, where some individuals arrived at a call intoxicated; there will be a review of the Drug and Alcohol policy. She mentioned she attended the annual banquet and noted the theme was to return home safely to your family. She announced  there is a special meeting scheduled this Thursday to discuss the By-Laws.  PERSONNEL ADVISORY COMMITTEE REPORT  None  2of6    March 27,2018  MILLERSVILLE BOROUGH COUNCIL MEETING MINUTES  PUBLIC WORKS AND PUBLIC WELFARE. ADVISORY COMMITTEE REPORT  Mrs. Miller made a motion out of committee to approve the use of public streets for the annual Girls on the Run 5K walk/run on Saturday, November 10th starting at 9 a.m. It was noted that the organization will use the same course that they did last year and again employ Flagger Force to provide traffic control at certain intersections. With no discussions the motion passed by Mrs. Miller made a motion out of committee to adopt the resolution authorizing the trade- in or sale of the Street department's 2000 Ford F550 truck in the acquisition ofa 2018 Ford F550 Super Duty truck. Mrs. Miller explained that Mr. Boxleitner has indicated there may be an interest to purchase the 2000 Ford F550: for more money than the trade value. She further explained that the motion is to either trade or sell privately based on whichever offer is higher.  au unanimous voice vote.  With no discussions the motion passed by a unanimous voice vote.  RESOLUTION BOOK RESOLUTION NO. 2018-09  Mrs. Miller made a motion out of committee to ratify advertising for sealed bids for the 2018 Curbs and Sidewalks Improvement project. With no discussions the motion passed by a Mrs. Miller made ai motion to award the lowest bid for the 2018 Curbs and Sidewalks Improvement project to Affordable Paving Excavating LLC in the amount of $84,339.50. Mr. Bailey seconded the motion. The next three lowest bids out ofa total of seven received were: Kinsley Construction Inc. in the amount of $98,316.04, Bertolet Construction in the amount of $101,255, and Doug Lamb Construction in the amount of$110,150. It was noted that the project was budgeted at $75,000. President Ostrowski mentioned that this contractor is the same contractor that had citizens from Valley Road voice concerns with their workmanship last year. Mr. Gotshall mentioned that the Borough's Engineer and Mr. Boxleitner thought that since this contractor had done the work in the Borough last year and that they were actively involved in the pre-bid meeting, they feel confident that the contractor will perform in ai more appropriate manner with this project. With no further discussions the motion passed by a unanimous voice vote. Mrs. Miller made a motion out of committee to advertise sealed bids for 2018 Asphalt Project. With no discussions the motion passed by a unanimous voice vote. Mrs. Miller made a motion out of committee to advertise and move the Public Works and Public Welfare Advisory Committee meeting from the 2nd to the 3rd Thursday of each month and to take effect immediately. It was noted that the advertisement costs would be around $100.  unanimous voice vote.  With no discussions the motion passed by a unanimous voice vote. FINANCE ADVISORY COMMITTEE REPORT continued  Mr. Bailey made a motion, seconded by Mrs. Gerber to adopt the resolution authorizing the trade-in of the 2001 Hudson trailer, 2004 Hustler 3400 zero turn mower and 2008 Hustler HD Fastrak 42" mower in the acquisition ofa 20181 Kubota BX2680RV tractor with a mower deck, cab and front implements. With no further discussions the motion passed by a unanimous voice  vote.  RESOLUTION BOOK RESOLUTIONNO. 2018-10  3of6    March 27, 2018  MILLERSVILLE BOROUGH COUNCIL MEETING MINUTES  Mr. Bailey made a motion to approve the February, 2018 monthly financial statements as presented. Mrs. Gerber seconded the motion. With no discussions the motion passed bya  unanimous voice vote. MAYOR'SI REPORT  Mayor Moriarty mentioned Chief Rochat received on the behalf oft the police department a resolution ofrecognition for their outstanding support and service to the Penn Manor School ChiefRochat mentioned that the 2016 Ford Taurus that was involved in an accident in January is now being considered a total loss. He asked for Council's approval now to move forward with replacing the vehicle due to the ordering timeline. Mr. Bailey made a motion to conditional place the order pending the disposition oft the wrecked vehicle. Mr. Cantey seconded the motion. With no discussions the motion passed by a unanimous voice vote. ChiefRochat mentioned he will be attending a meeting with Senator Martin to discuss the problems with our judicial system and reiterate the catastrophe we have in Lancaster County with Mayor Moriarty commented that hel hosted the Lancaster County Mayor's meeting here at the Borough primarily to discuss relationships and interaction between Mayors and the media. Mayor Moriarty continued to report on the radar bill by mentioning that there will be a hearing in the PA House Transportation Committee on April 4th. He along with others from the coalition  District.  the juvenile system.  will be attending the hearing in Harrisburg. MILLERSVILLE UNIVERSITY REPORT  Mr. DiGuiseppe reported that Millersville has recommended two finalists to be considered by the State System' 's Board ofGovernors for the Presidency. Iti is their hope that they will select one oft the finalists recommended by the Council ofTrustees over the next few weeks. He went on to mention that the University received "It's On Us"PA Grant. The funding will support work at the University to prevent, address, and respond effectively to sexual violence. Mr. DiGuiseppe went on to announce several accomplishments ofindividual and groups of students at the University, including the Millersville Cyber Defense Team that has made Regional Finals, Sunflower Greene was named Pennsylvania State Athletic Conference Indoor Field Athlete oft the Year, and Brandon Lee was honored as a 2018 Newman Civic Fellow. He explained that as a Fellow in the Civic and Community Leaders Development Program, Brandon helped organize and promote student engagement in campus-wide events celebrating Constitution Day and assisting first-time voters with the voter registration process. Mr. DiGuiseppe went on to announce some upcoming calendar events, including the Women in Mathematics, Science and Technology Conference that will bel held on April gh in the Student Memorial Center, the 35th Annual Conference on the Holocaust and Genocide Conference which will be held on April 11th through April 13+h in Gordinier Hall, also in Gordinier Hall is the Jazz and. Java' scheduled for April 14th starting at7:30 p.m. and on April 17th the Ville Gives Life' which is an annual National Organ Donation Awareness Campaign. He again announced that Spring commencements are Friday, May 11th starting at 6:30 p.m. in Pucillo Gym with the annual College of Graduate Studies and Adult Learning commencement for those receiving their doctoral or master's degrees. The undergraduate commencement will be held on Saturday, May 12th starting at 10:00 a.m. on Chryst  4of6    March 27,2018  MILLERSVILLE BOROUGH COUNCILI MEETINGMINUTES  Field at Biemesderfer Stadium. Should there be a need to move indoors to Pucillo Gym, the Saturday schedule will be adjusted to include two ceremonies: 10 a.m. College of Science & Technology and College of Education and Human Services and 2:00 p.m. College of Arts, Humanities and Social Sciences. And another event that will bring approximately 500-1000 attendees and 50 exhibitors is the all-day Girl Scouts in the Heart of Pennsylvania hosted expo on STEM (Science, Technology, Engineering and Math) related topics scheduled for May 19th  between 9 a.m. and 3 p.m. PENN MANOR REPORT None  BOROUGH MANAGER REPORT  Mr. Gotshall distributed a written Manager's report for the month of March. Mrs. Miller had a question/concern in regards to the Borough building being aj polling place. She stated that in the past the polling area was always located in the lobby. She, along with Mrs. Gerber stated they would like to consider opéning the Public Meeting Room for the polling location and allow the lobby to be used for the people working the polls and the public to wait inside. President Ostrowski stated that if there is nothing formal on the books restricting the use oft the Public meeting room that Mr. Gotshall should do a review and follow up with the Judge of Elections. Mr. Gotshall noted that Mr. Boxleitner has replaced his borough provided cell phone with apersonal cell phone and asked Council to consider a motion to allow Mr. Andy Boxleitner to purchase his borough provided Samsung Galaxy S5 data phone. Mr. Bailey made such ai motion, seconded by Mrs. Miller. With no discussions the motion passed by a unanimous voice vote.  PRESIDENT'S REPORT  President Ostrowski mentioned a letter had been sent to the School Board ofLancaster in support ofLancaster City's efforts tol build a water tower adjacent to Lancaster Community Park which is on the Lancaster School District's property. He noted the School Board at their last meeting voted in favor of entering into negotiations with the City for a lease agreement for that land in order to build a tower. Mrs. Miller commented that this will allow the release of! projects  that have been put on hold. EXECUTIVE SESSION  At 8:20 p.m. Council broke for a briefrecess and then entered into an executive session to At the conclusion of the executive session, Council reconvened into regular session at 8:34 p.m. Mrs. Gerber made ai motion to move forward with the disciplinary action to the Officer as recommended by ChiefRochat. Mr. Bailey seconded the motion. With no further discussions  discuss aj police personnel issue.  the motion passed by a majority voice vote.  5of6    March 27, 2018  MILLERSVILLE BOROUGH COUNCIL MEETING MINUTES  ADJOURNMENT  There being no further business to discuss, Mr. Bailey made ai motion to adjourn the  meeting at 8:35 p.m., seconded by Ms. Bellile.  Borough Secretty  BNG/jle  H  6of6