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MINUTES FROM THE FEBRUARY 8, 2010 COUNCIL MEETING The third regular meeting of the Hamburg Borough Council for 2009 was held this evening at the Hamburg Municipal Center with President Martha Bertolet presiding. The meeting was opened with Pledge of Allegiance to the Flag and a Prayer. Members Present: Martha Bertolet, Jeanette Heckman, Roger Stetzler, Jeff Adam, Heather Berger, Doug Williams Members Absent – Dale Schlenker Also Present –Solicitor Zubey, Solicitor Antanavage, Mayor Del Rosario, Kim Y. Berger, Office Manager/Recording Secretary, Lynda Albright, Borough ManagerVisitors- Leah Del Rosario, Derrick Hix (Reading Eagle), Marisa Lenceski (Intern for Borough) A motion was made by Roger Stetzler and seconded by Jeanette Heckman to approve the amended agenda. ROLL CALL: AYES – M. Bertolet, J. Heckman, R. Stetzler, H. Berger, J. Adam, D. WilliamsNAYES – None COURTESY TO AUDIENCE Nothing A motion was made by Jeff Adam and seconded by Roger Stetzler to approve the minutes of the January 25, 2010 meeting. ROLL CALL: AYES – M. Bertolet, J. Heckman, R. Stetzler,J. Adam, D. Williams NAYES – None H. Berger abstained. A motion was made by Roger Stetzler and seconded by Jeanette Heckman to approve the following reports: Borough Managers Report, Public Works Supt. Report, Water/Sewer Supt. Report, Office Manager’s Report, Treasurer’s Report, Police Report, Code Enforcement report, Recreation Directors Report and Road Committee Report. ROLL CALL: AYES – M. Bertolet, J. Heckman, R. Stetzler, H. Berger, J. Adam, D. Williams NAYES – None BOROUGH MANAGER’S REPORT The Borough Manager’s report for the month of JANUARY, 2010 included the following: The beginning of the New Year started out with a "bang". Things have been extremely busy in all departments. As always, handled normal day-to-day activities which included - Holding staff meetings with supervisors to discuss, provide and receive updates on various projects and issues taking place -Addressing complaints and other correspondence as needed -Meeting with other supervisors daily to review work schedules, and other projects taking place. Continue meeting regularly with John Leonforte to discuss all of the projects he is involved in, primarily the Grand Street Extension. The next phase of this project is currently being bid and work should hopefully commence in the next couple of months. John Leonforte and I met with Ken Pick and Dave Hummel of the Berks County Community Development Office, as well as representatives from Olsen Design Group Architects to discuss the Second Street Redevelopment Project. The plan has been approved by the Hamburg Planning Commission and Borough Council.All supervisors and myself attended training on the CodeRed System. I will be issuing a press release to the Item and Reading Eagle in an effort to start educating the public on this new service. It has already been posted on the website and MAC channel and a few of the residents have already signed up. The quarterly pension meetings were held to review the final quarter of 2009 as well as an overview of the entire year’s assets for both the uniform and non-uniform plans. Guy Ketch, Rec. Director and I have met several times, in preparation for the 2010 summer season. There are still Interviews to hold and they will be coming up in February. Kim Berger, Office Mgr. and I met approximately three half days with the auditors to receive the financial training which was discussed with Council and the Authority. It was very informative and both of us will be able to put that knowledge to good use. Met with the Mayor and Chief of police to discuss issues relative to the part-time police. I attended two council meetings, a special council meeting, authority meeting, finance, personnel, property, safety, road and water/sewer/public relations meetings. If anyone has any questions concerning my report, please feel free to ask. Attached with my report are the activities of my staff for the month of January, 2010. Lynda G. Albright, Borough Manager PUBLIC WORKS SUPERINTENDENT’S REPORT JANUARY 2010 Throughout the month, there were a few incidents of inclement weather, whereby we had to cinder and salt the roads and clear snow from the sidewalks. The crew purchased a cement mixer from the Surplus Department and the crew has been working on cleaning and painting it. It is going to be a real asset when we are done. The brush was cut at the Flood Control Dams. Cold patching continues as weather permits. The crew serviced the John Deere tractor. On the frigid days, some members of the crew painted the bathrooms in the municipal center and other areas of the building. The chlorine pump was repaired. A tree was removed from the park. Light bulbs in the black street lights were replaced. The police office door needed repairing. The floor in the arts and crafts building was repaired. The speed limit sign on Port Clinton Avenue was replaced. Additional signs were erected at the entrances of the municipal parking lot. After the various snow events, the trucks and salt spreaders were cleaned. The backhoe seat was repaired as well as repairing a hydraulic leak. The Christmas lights were removed with the help of the fire company. The shed at the property of 105 State Street was removed and moved to the Reservoir. Any Christmas trees that were missed were picked up and taken to the dump for chipping. The hydraulic pump on the 2008 salt spreader was repaired. The crew installed 250 feet of 4" drain pipe along the shoulder of Port Clinton Avenue. Respectfully submitted,
Water/Wastewater Superintendent’s Report January
2010 Most water for the month was from the impoundment. A sample pump failure shut down filter 2 and created a need to run a well for several days. The pump has been replaced and the filter is back on line. Tony and I took a tour of the Shoemakersville water filtration plant. We were able to compare methods and differences in the operations and hope to be able to cooperate on common goals. The contractor has removed the stream crossing to the well site designated number 7. If the well is further developed a new, permanent crossing will have to be installed. I met with Jessica Schnurr of Systems Design and Dave Small of Dave Small plumbing on the sampling changes at Well 5. We agreed on a basic design then Tony and I met with Greg and Jessica to finalize that design as well as discuss the water tank design. Wastewater Contracts have been signed and Potty Queen has started hauling sludge from the Wastewater Treatment Plant. All chlorination equipment has been serviced. I have been soliciting quotes for a dumpster and disposal of grit and screenings. With the end of the solid waste sludge hauling contract we have nowhere to dispose of grit. I have contacted several vendors but response has been poor. I will continue to look at options but we will have to do something very soon. Meters and chart recorders have been calibrated and certified. We had a total chlorine violation to the permit. The orifice of the sulfur dioxide ejector clogged stopping dechlorination. PaDEP was notified. The sludge thickener was down several days for repair. It is up and running but there is a backlog of sludge to process. Respectfully Submitted Keith L. Brobst Water/Wastewater Superintendent Hamburg Municipal Authority OFFICE MANAGER’S REPORT Met with the PA DOT representative to review the 2009 projects and review the 2009 final report for those projects. Coordinated the removal of the Christmas lights from the street light poles. Completed the breakdown of workman’s compensation figures and prepared invoices to the various municipalities. W-2’s and various year end reports were completed and either mailed or hand delivered. Completed all the DCED reports necessary for year end. The board list was updated with the necessary changes. The monthly Authority organization budget report was updated. The yearend council budget report was completed in the beginning of the month and submitted. Budgetary transfers for 2009 were completed. All employee benefit sheets for 2009 were completed. Due to regulations the Tier II reporting requirements were performed. Year end processing was completed for all systems, i.e., Utility Billing, Accounting and Payroll. Water and sewer consumption figures were generated for the month and reviewed prior to being sent to the engineer for his review. The Authority’s trust accounts were reconciled and reports were typed. Requisitions for the trust accounts were prepared and then mailed. Various Right to Know requests were completed. Due to the auditors beginning their session at the end of January, all audit confirmations were completed and mailed; all books were prepared for the yearend and awaited the auditors arrival. Worked on Code Red information (emergency notification system) to start the process after approval by both the Authority and the Borough Council. On January 18, 2010, completed the mapping system with Code Red to insure our boundaries were set up in the system. January 19, 2010 received training on the Code Red System. On January 20, 2010, worked with a representative who completed the Workman’s compensation audit. Everything was in order. Met with our pension fund representative on January 21, 2010 to discuss the 4th quarter reports. Also on January 21, 2010 met with the representative from PA DOT to review various reports. On January 22, 2010 attended a seminar with other EMA coordinators, municipal officials and county officials to review the prospect of Code Red. Various forms were created to inform residents of what Code Red is about and to have them ready when customers come into the Borough Office. A link was created on the website for customers and residents to sign up for the emergency notification system. The delinquent report for the Authority was redefined and the bar chart was updated. Distribution of the insurance invoice was completed for payment. Planning Commission, Authority and Council packets were distributed via email and regular mail. Submitted claim for accident whereby our guardrails along Port Clinton Avenue were damaged by a hit and run driver who was later apprehended. Contacted the insurance for the party at fault various times to check the status of our check for the damage. I am happy to report that the insurance company issued the Borough a check on January 30, 2010. The municipal access channel and web page were updated. January 27, 2010, the auditors arrived. Attended training on financial statements throughout the rest of the month. Attended two Council meetings, NBRC meeting and staff meetings as requested. Minutes were prepared for meetings where necessary.
Building, Zoning and Codes Report JANUARY 2010 Five (5) construction permits and no(0) zoning permits
and no (0) paving/sidewalk permits and two (2) property transfer inspections
certificates were issued in January. Grand Street extension (phase 1a, ramps) Our HOP permit application for public north bound access to and from route 61 has not been issued by Penn Dot. We did receive a comment letter with many more comments than expected. We did advertise for bids January 24th. Bids are due February 24th. Penn Dot has indicated they will issue a conditional HOP to allow work to begin in March. Hawk ridge and South 4th Street Review of our submission by Penn Dot for our HOP is pending . Orange Stones Rehab center (essentially no change in status since December report) zoning permit application #2. Orange stones has appealed the common courts’ decision to the state court of appeals. zoning permit application #3. The common appeals court has ruled in favor of the ZHB denial of zoning permit application #3. construction permit application Orange Stones has appealed to the common appeals ,the County construction appeals board decision in favor of the Borough. Orange Stones MOTEL (essentially no change in status since November report) zoning permit application #4. Orange Stones has appealed Zoning permit #4 denial to the ZHB. ZHB has granted a zoning permit for a "MOTEL" w/ conditions Both The Borough and Orange Stones have filed appeals to this decision. Residential and light commercial Inspections were completed for residential and light commercial previously permitted, work in the borough. Property Maintenance complaints of rubbish and
junk vehicles continue to be addressed. Note: 9(nine) calls were answered
regarding Property Maintenance complaints. Four issues remain pending. No (0) fire safety Inspection and one (1) Property transfer inspection was done this month. John Leonforte RECREATION DIRECTORS REPORT FOR THE MONTH OF JANUARY 2010The month of January continued with a staff meeting and several meetings with Lynda Albright. Additional meetings and phone conversations with Rick Pickel, Barry Quigley, NBR, Community Day, Lamar and John Honberger, Brad Knittle and Link Automatic. Preparation for the summer of 2010:
As you can see, preparations for the 2010 season have begun. I am looking forward to another great season. Respectfully submitted, ROAD COMMITTEE REPORT Attending were council members Martha Bertolet, Jeanette Heckman, Dale Schlenker, and Roger Stetzler. Also in attendance were Rick Pickel –Road Supervisor, Lynda Albright-Borough Manager and John Leonforte – Zoning Officer.
Respectfully Submitted Roger Stetzler Road Committee Chairman OLD BUSINESS Nothing NEW BUSINESS On the recommendation of the Personnel Committee, a motion was made by Jeff Adam and seconded by Jeanette Heckman to appoint Richard W. Boyd to the Civil Service Commission to replace Hettie Riegel, who resigned in January, 2010; term of office runs until 12/31/11.ROLL CALL: AYES – M. Bertolet, J. Heckman, R. Stetzler, H. Berger, J. Adam, D. WilliamsNAYES – None ROLL CALL: AYES – M. Bertolet, J. Heckman, R. Stetzler, H. Berger, J. Adam, D. WilliamsNAYES – None On the recommendation of the Borough Manager, through the County of Berks, a motion was made by Jeanette Heckman and seconded by Roger Stetzler approving the Agreement between the Redevelopment Authority of the County of Berks and the Borough of Hamburg for reimbursement of funds dealing with the Grand Street Extension. ROLL CALL: AYES – M. Bertolet, J. Heckman, R. Stetzler, H. Berger, J. Adam, D. WilliamsNAYES – None On the recommendation of the Road Committee, a motion
was made by Roger Stetzler and seconded by Jeff Adam authorizing the Borough
Manager to proceed with advertising street bids for the 2010 Street work.
Streets to be included are St. John’s Road, Geary Drive, Franklin Avenue and
Sunset Lane. ROLL CALL: AYES – M. Bertolet, J. Heckman, R. Stetzler, H. Berger, J. Adam, D. WilliamsNAYES – None A motion was made by Jeff Adam and seconded by Roger Stetzler to approve payment of invoices totaling $189,964.52. ROLL CALL: AYES – M. Bertolet, J. Heckman, R. Stetzler, H. Berger, J. Adam, D. WilliamsNAYES – None R. Stetzler abstained from the invoice for Roger Stetzler (locksmith). LIST OF BILLS Allied Waste Mgt. 18,777.00 AT &T 104.15 Barry Isett & Associates, Inc. 20,234.65 Berks Products Corp 392.04 Berks-Mont Newspapers, Inc. 91.36 Blue Mountain Computer Service 600.00 Central Penn Gas 825.35 Roy C. Del Rosario 31.00 E-Mac Dairy Brush Co. 84.50 Family Medicine Associates 175.00 Fort Dearborn Life Insurance 303.43 Hamburg Auto Parts 11.13 Hess Embroidery & Uniforms 69.99 Jack Rich, Inc. 124.00 Kantner’s Tire Service 211.18 Mike Kershner 84.10 E.M. Kutz, Inc. 296.40 Kuzan’s True Value 711.13 Lowe’s Business Account 118.06 M & T Bank 951.00 Manderbach Ford 71.98 Met-Ed 7,504.57 Mountain View Supply 179.34 Municipal Employers Ins. Trust 150.50 PA Borough Councils Assn. 25.00 Penn Pride, Inc. 2,133.65 Quill Corporation 397.48 Sam’s Club 117.66 Richard M. Schaeffer 52.90 Roger Stetzler 25.00 Terry’s Tree Experts 900.00 Thompson Publishing Group 438.50 Thren’s Auto Parts 235.19 Triangle Communications 161.50 U.S. Municipal Supply, Inc. 325.84 UniFirst 366.76 Verizon 469.98 Windsor Press 279.65 TOTAL 58,030.97 BILLS PAID DURING THE MONTH Animal Rescue League 300.00 Berks Co. Treasurer 1,163.50 Setley Rauch 2,500.00 YIS 160.00 Borough Payroll 94,679.58 AT & T 104.26 Kuzan’s Hardware 254.80 Met-Ed 7,483.36 Municipal Employee 150.50 Nextel Communication 608.51 Pitney Bowes 207.00 Prothonotary of Berks Cty. 747.60 Defensive Edge 350.00 Conestoga Landfill 10,737.31 EMC Insurance 12,437.55 Petty Cash 49.58 TOTAL 131,933.55 INVOICES TO BE PAID 58,030.97 INVOICES PAID PREVIOUSLY 131,933.55 GRAND TOTAL 189,964.52 SOLICITOR’S REPORT An executive session was held from 7:15 to 7:50 p.m. to discuss personnel issues. No action was required. INFORMATION ITEMS 9, 2010 @ 3 p.m. – Property Committee – to be rescheduled February 16, 2010 @ 6 P.M. – Safety Committee meeting February 9, 2010 @ 6 p.m. – Library Meeting at
the Library February 17, 2010 @ 7 p.m. – Authority
February 22, 2010 @ 7 p.m. –Council meeting There being no further business, the meeting adjourned at 7:55 p.m. on the motion of Jeff Adam and seconded by Heather Berger. Attest: Kim
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