Penbrook Borough Caucus Meeting January 21, 2020 1. Executive Session - Personnel Matter 2. Old Business a. Update on stormwater inlets 3. New Business a. Resolutions Matio Dombrowsky Pace b. Planning Commission App, Swartz Interview??? C. Eckert Seaman's letter for "skills machine" d. Verizon Cell Proposal e. Public Works vacancy update f. Handicapped parking signs and borough parking lot g. Employee and Elected Official ID's h. Balthaser Fire Department Audit i. Balthaser Borough Manager Audit j. LED project for PD and conf room 4. Committee Reports a. Mayor b. Codes C. Public Works d. Parks e. Community and Government f. Public Safety g. Personnel h. Budget i. Penbrook Authority k. PAA Disbanding 5. Discussion on the minutes from the January 6, 2020 Council meeting. 6. Citizen comments. 7. Adjourn. Penbrook Borough Caucus Meeting February 18, 2020 1. Applicants for Consideration a. Peter Schwarze for Planning Commission (See January 2020 Caucus Packet) b. Public Works applicant Tegan Swank 2. Old Business a. Update on PD LED Project b. Final Site Inspection for ESSP C. CP vandalism update d. Lieutenant written exam e. Borough parking lot f. Asylum Run 3. New Business a. Little Valley ADA Assessment by H.E. Black b. 1137 Vehicle Warranty C. Handicapped parking request d. Emergency Warning Siren e. Sound the Alarm Event f. Equipment Purge g. Records Retention and Purge h. Small Cell Towers i. Codes vehicle damage 4. Discussion on the minutes from the February 3, 2020 Council Meeting 5. Committee Comments 6. Citizen comments. 7. Executive Session - Personnel Issues Penbrook Borough Caucus Meeting Minutes February 18, 2020 6:30 pm Present: Deardorff, Ramper, Dry, Armbruster, V. Shaw, N. Shaw, Stokes, Margarito, Mayor McDonald, Solicitor Wendauer and Manager Hogarth Present for the vote: All The motion was made to approve. hiring Mr. Tegan Swank for the vacant Public Works position. A motion to approve was made by Armbruster and seconded by Dry. The vote was unanimous. Penbrook Borough Caucus Meeting March 16, 2020 1. New Business a. Paxtang Wilhelm Baseball and guest Clark Bernard (see council packet) b. Supreme Court decision (see Jim Armbruster's email from 23 Feb) C. Paying the bills issue (see council packet W Marty's email) d. Property Maintenance part time position 2. Old Business a. Police area and conference room LED project complete b. ADA building accessibility report update (see council packet) C. ECode Project d. Wireless Ordinance (see council packet) 3. Discussion on the minutes from the March 2, 2020 Council Meeting 4. Citizen comments 5. Council comments. 6. Executive session needed to discuss personnel issues Penbrook Borough Caucus Meeting April 20, 2020 1. New Business a. Dauphin County Tax Penalty Relief Support b. Emergency Management Update on COVID-19 2. Old Business a. Verizon Small Cell Tower Proposal and Ordinance 3. Discussion on the minutes from the April 6, 2020 Council Meeting 4. Citizen comments 5. Councif comments Penbrook Borough Caucus Meeting May 18, 2020 1. New Business a. Dauphin County Emergency Ops Plan adoption resolution (see packet) b. Vacancy Hearing Board and chair appointment C. Primary Election Status and Sign Board d. Mike Reynolds health insurance e. Tom Swank public works curb painting f. Street sweeping g. Sidewalk ordinance h. Fox at CP g. Flannery back up files and fund consolidation 2. Discussion on the minutes from the May 4, 2020 Council Meeting 3. Citizen comments 4. Council comments 6. Executive Session Penbrook Borough Caucus Meeting June 15, 2020 1. New Business a. Borough Building Opening b. Republic Contract with Paxtang C. Swatara Township Compost Facility Use d. Wireless Ordinance Update (Radio Antennae Add-on) 2. Discussion on the minutes from the June 1, 2020 Council Meeting 3. Citizen comments 4. Council comments. 6. Executive Session to discuss 4 personnel matters Penbrook Borough Caucus Meeting July 20, 2020 1. New Business a. Traffic Study b. Republic Contract/RFP Status C. Govenor Wolf's new restrictions 2. Discussion on the minutes from the July 6, 2020 Council Meeting 3. Citizen comments 4. Council comments. 6. Executive Session Required Penbrook Borough Caucus Meeting August 17, 2020 1. New Business a. Sale of borough property b. EMA training C. DOLI Construction change order d. Grass cutting and property liens e. Public works employee hire f. Police vehicle 1139 g. National Night Out h. Resolution for Dauphin County grant application 2. Old Business b. Republic Contract/RFP Status C. Traffic Study 3. Discussion on the minutes from the August 3, 2020 Council Meeting 4. Citizen comments 5. Council comments Penbrook Borough Caucus Meeting Minutes August 17, 2020 Members Present: Deardorff, Ramper (zoom), Dry, Armbruster, V. Shaw, N. Shaw, Stokes, Mayor McDonald, Solicitor Wendaur and Manager Hogarth Present for vote: All A motion was made by Dry and seconded by Armbruster to approve the borough manager to advertise the vacant public works position. The vote carried unanimously. After the vote was taken there was discussion about where the position would be advertised. It was suggested by Councilperson Dry that it be posted on Indeed and Monster, both online services. N. Shaw and Ramper expressed reservations to hire another public works employee at this time. Penbrook Borough Caucus Meeting September 21, 2020 1. New Business a. Federal Court decision regarding indoor and outdoor gathering restrictions b. Borough generator repair C. PPL electric bill d. PMRS pension plan review e. Pension plan audit results f. Sewer billing with Susquehanna Twp g. Inter-governmental proposal for MSW with the City of Harrisburg h. Inter-governmental agreement with Swatara Twp regarding compost facility 2. Old Business a. DOLI Construction change order 3. Discussion on the minutes from the September 8, 2020 Council Meeting 4. Citizen comments 5. Council comments Penbrook Borough Caucus Meeting October 19, 2020 1. New Business a. Solid Waste and Recycling Proposals b. Vacant Property Registration C. 2021 Fee Schedules d. 2021 Borough Meeting Dates e. Employee payroll deductions f. Retired officer Steve Mowery's health insurance g. CARES Grant Award h. Act 44 Resolution 2. Old Business a. Susquenanna Townshp/Penbrook Borough sewer lines b. Police Pension Defined Benefit Documents 3. Discussion on the minutes from the October 5, 2020 Council Meeting 4. Citizen comments 5. Council comments Penbrook Borough Caucus Meeting November 16, 2020 1. New Business a. 2021 Fee Schedule b. Officer Leggore educational achievement payout C. Purchase of an air compressor for Public Works d. Purchase of a hot water pressure washer for Public Works e. Purchase of a vehicle warranty for 1137 f. Humane Society 2021 Contract 2. Old Business a. Mowery Health Insurance b. Borough Garage Mezzanine C. Compensatory Capital Reserve 3. Discussion on the minutes from the November 2, 2020 Council Meeting 4. Citizen comments 5. Council comments Penbrook Borough Caucus Meeting Minutes November 16, 2020 6:30 PM 1. Roll Call: All Council members with the exception of Heffelfinger were present. Councilman Ramper and Solicitor Wendaur attended by Zoom 2. New Business: A. The 2021 proposed fee schedule was presented by Manager Hogarth and discussed with Council members. Possible changes include a conditional use fee, a handicapped parking application fee to cover the cost of the sign, residential rental unit fee as it pertains to congregant living and reducing the fee for the community room for Borough residents. The proposed fee schedule will be on the Dec 7 agenda to be voted on. B. Officer Leggore was hired in January 2019. In 2018 she earned 2 bachelor degrees from Lebanon Valley College. The current collective bargaining agreement requires her to be paid $500.00 as a one-time payment. Council agreed to pay the $500.00 post tax payment to Officer Leggore. C. Public works is in need of a new air compressor for the garage. Council discussed allowing them to purchase a new one for an approximate cost of $1,000.00. There were favorable comments. This will be on the Dec 7 agenda. D. The 2020 budget allowed for the purchase of a hot water power washer to clean the trucks of salt and other corrosive materials during the winter months. The approximate cost of this item is $3,000.00 and must be ordered with a lead time for delivery of a few weeks. Because this item is included in the adopted budget of 2020 Manager Hogarth was told to order the machine. E. Purchase of a used vehicle warranty for police vehicle 1137. Through Ford an extended vehicle warranty will cost approximately $3500.00. This will be on the Dec 7 agenda to be voted on. F. The 2021 Humane Society contract was sent out to all Council Members and Solicitor Wendaur for review. There were no comments or questions. This will be on the 7 Dec agenda to be voted on. 3. Old Business: A. Retired police lieutenant Steve Mowery, who is now employed by the Harrisburg Airport Authority, requested to come back on the Borough's health insurance plan for 2021. The current CBA allows for this if our insurance is better than their insurance. Councilperson Dry put together a comparison for all of council to review. There was little discussion on the matter and it will be on the 7 Dec agenda to be voted on. B. The Borough Public Works building mezzanine does not meet accessibility requirements or structural load requirements. Public Works Supervisor Bragunier spoke to six different contractors but only received bids from two. The lowest of which was from Feeser's Property Services, 7608 Appalachian Trail, Harrisburg, 17112. Their bid was for $8745.00. The other bid was from Pyramid Construction for $9,965.00. This project was budgeted for in the 2020 budget. Because of the timeliness of starting the work, Council President Deardorff asked for a vote to approve a 50% down payment to Feeser's and the work to begin. The measure passed unanimously. C. High levels of accumulated compensatory time accrued by members of the police department continue to be a concern for Council. Councilman Armbruster has urged Council to consider paying these accrued levels down at recent council meetings. Manager Hogarth stated that this was discussed with the police officers last year when Manager Eberly was here. The union is of the opinion that the CBA is silent on the matter but agreed to have vacation and holiday comp time paid down in accordance with the CBA language. Manager Hogarth further stated since the CBA does not govern the paying out or accumulation of comp time we should look to the Fair Labor Standards Act. However the issue with that is that there are two, seemingly conflicting allowance in the Act. First the Act allows the employer to pay the employee, at any time of the employer's choosing for accumulated compensatory time. In contrast it allows the employee to accumulate up to 480 hours of compensatory time. Currently there are no employees with accrual levels higher than 480 hours. Council asked Solicitor Wendaur to look into the matter further. 4. Adjournment. The meeting was adjourned at 8:12pm. Penbrook Borough Caucus Meeting December 21, 2020 1. New Business A. Civil Service Commission Vacancies B. Penbrook Athletic Association C. CRW Rate Letter and "True Up Fee" D. Other appointments 2. Old Business A. 2021 Fee Schedule i. Conditional Use Fee ii. Congregant Living RRU Fee B. ProChamps ordinance change proposal C. Mezzanine project D. Police vehicle 1137 3. Discussion on the minutes from the December 7, 2020 Council Meeting 4. Citizen comments 5. Council comments Penbrook Borough Caucus Meeting Minutes December 21, 2020 6:30 PM 1. Roll Call: All Council members with the exception of Dry were present. Councipersons Ramper, V Shaw, N Shaw and Solicitor Wendaur attended by Zoom. Visitors on Zoom were Rick Levandusky, Todd Zwigart, Nate Bragunier and Jace Hilton. 2. New Business: A. Sean Harris, chair of the civil service commission, announced via email, that he was resigning his position because he moved out of the borough. Rick Levandusky, agreed to be appointed as the new chairman at the January 4 council meeting. Council agreed to speak to some residents to find at least one other person to serve on the commission and possibly at least one alternate. The regulations allow for one council member to serve on the commission. B. Officer Baldwin was in attendance as the Director of the Penbrook Athletic Association. He presented council with a letter stating the association was dissolving and they wanted to give to the Borough, the money in their account as well as the equipment and other materials they owned. It was stipulated in the letter that the Borough use the monies and equipment for the sole purpose of athletic field improvements and use. Council will vote to accept at the January 4th meeting. C. Solicitor Wendaur explained the recent correspondence received from CRW involving a "true up fee" as well as the discrepancy that exists with what CRW claims the Borough owes for water usage and what the Borough believes is owed. This is rooted in actual usage versus "equivalent dwelling unit" or EDU. The Borough possesses documentation from CRW's solicitor stating we can pay based on actual usage. CRW continues to bill based on estimates. Solicitor Wendaur will continue to investigate the true up fee that CRW recently sent out which claims to be for improvements to their infrastructure. D. Glynis Smith's term for the Storm Water Authority will expire at the end of this year; if interested, she will need to be re-appointed by council at the January 4th meeting. 3. Old Business: A. 2021 Fee Schedule (Proposed Resolution 2021-1) 1. Solicitor Wendaur researched and came up with a reasonable fee schedule that can be used for conditional use permits such as small wireless towers. It includes a sliding fee which will be dependent upon the application as well as an escrow amount to cover reasonable costs incurred by the Borough. He will also write the escrow agreement language. This will be voted on as part of proposed Resolution 2021-1 at the January 4th meeting 2. The RRU fee charged to congregant living facilities was discussed. Currently there are 6 facilities that could be considered congregant living due to them either "renting" or offering sleeping quarters to their residents but having shared restroom and other living areas. These facilities have been charged inconsistently in the past. Council suggested that the proposed fee for all remain at $65.00 per year and that research should be done as to what other municipalities are charging before a change is made in 2022. B. Last month, Prochamps, a company that handles vacant property registration, asked for our vacant property ordinance. They reviewed and sent back their proposed changes if we were to enter into an agreement with them. Solicitor Wendaur reviewed and didn't see any issues but there were several questions from Council members about what vacant properties this would target. The topic was tabled and suggested that a representative from Prochamps attend the January caucus meeting for further discussion. C. The mezzanine construction project at the borough garage will be delayed until after the first of the new year. This is problematic because money for the project was put into the 2020 budget and will not roll over to the 2021 general fund. Manager Hogarth asked Council to consider transferring the accepted bid amount into a Capital Reserve Fund SO the money can then be used when the project is complete. Councilman Armbruster suggested a vote be taken to amend the 2021 budget to allow this. President Deardorff asked if anyone wanted to make such a motion. Councilman Armbruster then made a motion that $8,745.00 be moved from the General Fund, account 01.430.600 in the 2020 budget year and placed in the Capital Reserve Fund (34) and the 2021 Capital Reserve Fund reflect that expense for the construction project. Councilman Stokes seconded that motion. President Deardorff asked for a roll call vote. Stokes, V. Shaw, N. Shaw, Armbruster, Ramper and Deardorff all voted to approve the motion. Dry and Heffelfinger (left the meeting at 1923hrs) were absent. D. Manager Hogarth gave an update on the mechanical and dealership issues with police vehicle 1137. Last month Council had agreed to purchase an extended warranty through Ford. In working with LB Smith Ford we were provided a proposal and told the car would have to undergo an extensive inspection procedure. The inspection was done and two issues found. One was an oil pan gasket leak and the other a leak in the a/c compressor line. However, we were then told that the warranty through Ford is not available for that vehicle because of the mileage. In addition to all that, Ford sent a safety recall for equipment on that vehicle. It was decided to take it to Mcguire's Ford instead of LB Smith. Mcguires performed the recall work and in addition, looked at the reported leaks. They suggested the oil leak was not significant enough to fix but did suggest the a/c line should be fixed. Since the vehicle is not being driven it'll be discussed further at a later meeting. 4. Discussion on the minutes from the December 7, 2020 Council meeting There was no discussion 5. There were no citizen comments 6. There were no council comments 7. Manager Hogarth asked for an executive session to discussion twO personnel matters. 8. Adjournment The meeting was adjourned at 9:17pm