Newburg Borough Council Meeting Minutes March 4, 2024 March 4, 20241 6:30 PMI Newburg Borough Office, 105 West Main St., Newburg PA 17240  Member Name Dave Logan Amber Metcalfe Monica Logan- Via phone Francis Moore Holly Straley Barry Starliper Katherine Baker James (Ed) Chamberlin  Title Mayor Borough President Borough Vice President Borough Council Borough Council Borough Council LEMC  Visitors  Shippensburg EMS Reps (2)  Borough Office Manager/Secretary  Call to order- Council President A. Metcalfe called Council meeting to order with pledge at 6:33pm. Visitors- Shippensburg EMS had two representatives reported on yearly calls for Newburg as 387 for the 2023 1. Mr. Chamberlin discussed the NHFD Monthly update (attached). They are currently working on chocolate covered egg orders, if anyone would like to volunteer they are working on them every Monday until the 25th. There is a meat raffle on 3/23, March 30 is Easter Egg Hunt. NHFD is proposing 2. Memorial Day Committee update- Is looking for volunteers, is still in need of a speaker, people to collect offerings, and someone to play piano. The Girl Scouts are going to be putting flags and flowers at the cemetery on 5/19 Memorial Day event. Service on the Green will be 10:45, parade lines up at Minute Review from 2.20.24-A. Metcalfe proposed a motion to approve the minutes with corrections; F. Moore 1. Penelec on Treasurer's Report- K. Horn sent an email where she stated the Penelec bills were miscoded; they are now corrected. A. Metcalfe entertained a motion to approve Treasurer's Report and 1. D. Logan stated they are working on a maintenance list for Spring. Would like to have the bus shelter stained, gazebo power washed, we will need to purchase mulch for the park etc; power wash office/porch; discussed possible purchases as handicap picnic table for at the park. M. Logan stated the current one is not handicapped accessible. Also discussed getting different planters for the greens and tor replace the barrels. M. Logan discussed getting a self watering system for them. A. Metcalfe added we can check to see if there is any stain left, and speak with Maintenance to discuss estimates for items needed and bring them up at the next meeting. F. Moore commented on dealing with the roads/street sweeping before our Memorial Day event, to keep it in mind. Would like to address at first meeting in April, and get a quote for 2 days. Council would like to give residents notice of street sweeping in Spring Newsletter, website and Facebook. Should be clear from snow during the 3rd week 2. Vehicle maintenance- K. Baker advised Cooks Vehicle Repair did not have past history on the gas gauges, it would need to be looked at and then we would be given a quote. A. Metcalfe entertained a motion to take the bucket truck to Cooks Repair for quote toi fix, H. Straley first approved, F. Moore 3. Time clock- Council discussed getting a timeclock for the office. It would take away any! human error. Council feels it would be pertinent to purchase and the information could go directly to SEK for payroll. Also helps track hours while at different times of year to see how long projects take to be completed. A.  year.  Ed Chamberlin- LEMC/NHFC-  at federal grant for a new tanker estimated between $600k-1 mill.  1pm and starts at 2pm. first approved, B. Starliper seconded. Treasurer's Report-  pay bills; F. Moore first approved, H. Straley seconded.  Mayor's Report  inA April.  seconded.    Metcalfe entertained a motion to purchase Timeclock for office not to exceed $300; B. Starliper first Amber Metcalfe reported there is debris and broken glass near the home that caught fire. Council would like K. Baker to contact the construction company and politely advise to clean it up as iti isa a hazard. M. Logan asked if the Ordinances and Resolutions were updated yet on our website, K. Baker 1. M. Logan advised we have two rugs that need to be cleaned, possibly they can be swapped out, companies do that, or maybe will have maintenance power wash them. M. Logan will find a company to 2. Council also discussed Hopewell Township request for paperwork for cul-de-sac as they had no record of. M. Logan made copies for them with everything they requested. M. Logan also discussed how they asked if Newburg would help them hang the Hometown Hero Banners when they come in for Spring. Council agrees to contact our solicitor and have him draw up an Intergovermental Agreement. F. Moore advised on risk if one of our employees gets injured. Council advised our insurance would cover accidents. A. Metcalfe entertained a motion for our solicitor to draw up Intergovernmental Agreement between Newburg and Hopewell for use of our bucket truck and maintenance, B. Starliper first 3. Printer table- the new table that was ordered was too small and it was returned. Would like to keep looking for a suitable one, A. Metcalfe entertained a motion to purchase a printer stand/table not to 4. Barrel replacement ideas for greens- M. Logan asked to keep on agenda for future meetings. 2. Household Hazardous Waste 2024 CC- K. Baker reported on a flier received for 2024 Cumberland County Hazardous Waste disposal. Council agreed to have in Newsletter as well as post on website 4. In-Office Mailboxes- M. Logan advised we now have mail 'bins' hung up labeled with names. They can 5. Real Estate Taxes update- Previous Tax Collector Harry Killian has turned in all paperwork regarding  approved, F. Moore seconded. 4. President's Report-  stated not yet. Vice President's Report  get a quote for the next meeting.  approved, F. Moore seconded, everyone agreed.  exceed $200, H. Straley first approved, F. Moore seconded.  Secretary's Report  1. RTK Requests- None at this time.  and facebook.  3. PSAB Articles- K. Baker went over PSAB magazine articles briefly. No further action.  serve as our 'In Boxes'.  2023 taxes, as they have all been collected.  6. Newsletter Draft-spring newsletter- K. Baker is not finished as ofy yet.  Citizen Concerns  1. Dumpsters/Parking Update- M. Logan spoke with the landlord of Apple Apartments, who advised they are switching to weekly regular pickup. They are aware of persons illegally dumping. Council will  monitor to see if there are further issues.  New Business  1. Meeting with Paul/Mike from Landfill-K. Baker and B. Starliper met with Mike McIntyre from Landfill and Paul Bermillo, the new District Manager for Cumberland County Landfills. Discussed topics spoken 2. Street Cleaning- Council would like to keep Street Cleaning in the back of our minds for the upcoming Spring season. For April 1st meeting, would like a quote to rent the street sweepers. 3. Reference for Maintenance- Received email correspondence requesting a reference for maintenance. 4. Roadwork Email- K. Baker read over the road work projects from Liquid Fuel Rep. No further action 5. Journey Bank update- K. Baker reported Journey Bank lost the paperwork sent for new council members. New paperwork has been sent. A. Metcalfe will be contacting Journey Bank to order Credit  about. No further actions necessary.  Gave to D. Logan to fill out, no further action necessary.  necessary. Cards.    6. Office "Battery Pack"- K. Baker advised the battery pack' after the last storm, beeped in secession then 7. Adding Hours for Secretary Training- M. Logan wanted to propose to allow the secretary added training. Would like to do an Ordinance for Office Management after becoming a Certified Borough Official. The  went quiet. She will get a quote from Hilton's Lock.  Secretary can take hours on Tuesdays/Thursdays for training. 8. PAI Broadband Grant-Council is not interested ini this grant at this time. 2. N. Spencer Maintenance Contract-M. Pykosh- N/A. Keep on agenda.  Unfinished Business  1. LSA Application Update- Nothing new to report.  3. Ordinance for Mailboxes-needs published-M. Pykosh- N/A. Keep on agenda. Council would like to discuss getting an Ordinance in place for permanent structured mailboxes for the Borough.  4. LTAP Road Study S. High- A. Metcalfe  5. Wreaths- Take off the agenda for now, place back on at a later date.  6. Resolution for Office Manager/Secretanal duties- Council would like to revisit this issue. Would like to discuss with the Solicitor in regards to the Associate/Ofice Handbook and will get a target date to 8. Quote from Hiltons for Wire Organization- K. Baker reported on the quote. M. Logan feels that's extremely high. Council discussed reasons for having Hiltons organize VS. someone else. Council agreed that any spending goes to ARPA funds. B. Starliper feels may be best to stick with the company who initially set up the work station. A. Metcalfe advised M. Logan to get quotes for other wire 9. ARPA Funds/deadline- A. Metcalfe will be speaking with B. Aleshire/SEK. Council asked if we have receipts for ARPA funds to clearly mark they need to go towards ARPA funds. Keep on agenda. 10. Resolution for Auditor Gabrael Rife- A. Metcalfe Entertained a motion to change wording on Agenda/Minutes Ordinance to Resolution, F. Moore first approved, H. Straley seconded all approved. A. Metcalfe entertained a motion to enact Resolution 2024-9 appointing an independent auditor for fiscal year 2023-2024 being Gabrael Rife. H. Straley first approved, F. Moore seconded, all approved. 11. Slab for Memorial Greens update-Council discussed sending the request to our Commonwealth Code Inspector. Newburg will need to fill out a Land Use Permit, pay the fee. K. Baker will send a request to 12. Supplies for Little Pantry- Council discussed spending $200 on a one time purchase to restock the Little Pantry. H. Straley added about reaching out to Penn State Extension. M. Logan also advised council it isn not our secretary's job to keep making sure the pantry is stocked, any one of us has access to the food at the office to restock it as needed. A. Metcalfe entertained a motion to buy supplies for little pantry not to exceed $200, H. Straley first approved, B. Starliper seconded, all approved. A. Metcalfe advised K. Baker to make sure on meeting agendas to have all monetary items costs listed. 13. Pictures/stories for PSAB- K. Baker stated PSAB for the magazine is asking for local pictures/stories 14. Maintenance Part-time Position Advert-A. Metcalfe approved of using the Street Commissioner job 15. PennDOT Impaired Signs inquiry/Purchase- K. Baker advised of PennDOT certified impaired signs. Discussed PennDOT's questions in regards to having one impaired sign on one side of road, and another on opposite side. Council agreed that made the most sense. Council also requested getting 2 Deaf/Blind person crossing signs, and 2 Hearing Impaired. Area signs. Would like to further discuss 16. PennDOT/MPH Signs update- K. Baker reported MPH sign contact states are still trying to get 17. Thank you Cards- K. Baker passed out Thank you Cards for Council to sign to send. 18. Grant Opportunities- No final discussion at this time. Keep on agenda.  follow up on.  7. Community box Issues- Please see "Little Pantry" Supplies #12.  organizations and discuss at the next meeting.  E. Baer.  that showcase Newburg Borough.  posting to post to Indeed for the new maintenance position (approved 2.20.24).  after getting price quotes. Keep on agenda. PennDOT certified. Keep on agenda.    19. Engineer Update on Projects-Bids for 2024 projects/advertise- M. Logan responded to Keller Engineering email to get projects scheduled. Response from K. Fersch states "The current threshold for non-compete work items is $12,600. At this time, only the Borough parking lot paving will exceed this limit. I am reaching out to two additional paving contractors for quotes on the parking lot in addition to The other work items are quoted under the threshold and Tony Porter Construction has committed to completing this work in mid-late April. IV will be in contact with you in a few weeks as we finalize the 20. Minute Book Purchase- M. Logan pulled all previous meeting minutes and they are now ready to start copying onto special paper. It is roughly 90 meetings; 2 pages at least sometimes more. A. Metcalfe entertained motion to purchase archival paper and binder to finish the Official Meeting Minutes books 21. Little Library Repairs- F. Moore discussed repairing/restoring the Little Library, asked if could use the Bus Shelter electric, and the Council said that was fine. F. Moore said will start once the weather turns 1. PSAB Grant Training $50- K. Baker would like to take the Grant Training class. A. Metcalfe entertained a motion to spend $50 and allow K. Baker to attend the training classes, H. Straley first approved, F. 2. PSAB Conference 6/2-6/5 (SMTW) Full Package $250; deadline 4/24- A. Metcalfe entertained a motion tos spend $1250 for PSAB Conference for M. Logan, D. Logan, B. Starliper, H. Straley and K. Baker to attend. F. Moore first approved, B. Starliper seconded, all approved. Council stated to use ARPA funds 3. Hotel Fees PSAB $234+11% Occupancy Tax per night; deadline 4/24- Council discussed booking total 3rooms, again using ARPA funds, A. Metcalfe made a motion to not spend over $780 for 3 rooms for 4. Select voting delegate for PSAB Conference- A. Metcalfe entertained a motion to name M. Logan as voting delegate for PSAB Conference. B. Starliper first approved, H. Straley seconded, all approved.  Snokes Paving. Snokes has availability to complete the paving items in early May.  details and scheduling for the projects."  not to exceed $300, H. Straley first approved, F. Moore seconded, all approved.  warmer. Trainings & Conferences  Moore seconded, all approved.  for the conference admission fees.  PSAB Conference, H. Straley first approved, B. Starliper seconded, all approved. 5. NIMS- Training needs done asap.Council discussed getting training in by April 1st.  6. PSAB Golf Outing 6/2- Council not interested at this time.  Roundtable- B. Starliper gave a quick report on the NHJA. M. Logan stated most of the laptop power cords are missing, A. Metcalfe stated needs to reimburse the office for one. M. Logan advised for the laptops to Adjournment- A. Metcalfe entertained a motion to adjourn meeting at 8:48PM; F. Moore first approved, B.  make sure when they are returned everything is returned and wipe the pc clean.  Starliper seconded, all approved.  Reminder Next Meeting: March 18, 2024 Following meeting: April1 1, 2024