HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING

Page 1                                                                            October 8, 2001

Call to Order:

Monday, October 8, 2001, Mayor Clifford Allen called regularly scheduled meeting to order at 7:00 p.m.

Roll Call: 

The following Council members were present:  Caroline Rhodes, Jean Davis, Robert Gray, Charles Brand, Mayor Clifford Allen, and Paul Snyder.    Member absent was George Finney.  Also in attendance was E.R. "Buck" McFadden, Borough Manager, and Marie Lander, Assistant to the Manager.  Guests present were Superintendent Butch Shafer of Water Department, Steve O'Neill, David Hunt of Meadville Tribune, Tom Dodd, Mocky West, and Cheryl Cross of BTN.

Minutes:

              Mayor Allen introduced the minutes from the Regular Scheduled Council Meeting held September 24, 2001.  Jean Davis moved for approval of the minutes and Caroline Rhodes second.  With no objections the minutes passed by 6-0 voice vote. 

Public Participation:

            Superintendent Butch Shafer of the Water Department gave a presentation on the new set up for meters, back flow preventers, pressure relief, and ball valves.  The unit will be put out for bid shortly. Public will be informed that they will be charged Borough's cost for the meters and setters.  It was estimated that 150 meters were already adaptable and approximately 1500 will need to be installed by the Borough.  The Borough will pay for the transmitters and installation of the 1500 units.  The installation will begin in early 2002 and be finished by July.  PA Rural Water will give a seminar and answer questions of residents in November.  This seminar will be advertised and if possible a video will be made and available for those to view who could not attend.  Invoices will be sent out to residents in advance with an estimated date the installers will be in their area so residents could make payment plans and arrangements for someone to be home.   Invoices must be paid prior to installation.  It was discussed putting dates of installation on the cable access station.  Mayor Allen asked about new homes and if requirements will require them to install these units.  Mr. Shafer stated that the ordinance was being amended to include this requirement. 

            Tom Dodd asked if residents would get a credit for their old meters.  Butch Shafer stated he would see if their was anyone looking for old meters, otherwise they are thrown away after taking out any brass that can be turned in for scrap metal.  He noted that some meters were plastic and they would just be thrown away. 

HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING

Page 2                                                                                                  October 8, 2001

            Butch Shafer informed the public that US Filter guarantee's their meters and they should last fifteen (15) years.  The dual check must be replaced every five (5) years by the resident.  This replacement will be available at the Borough for a determined cost.  Discussion followed about the pressure relief valve and thermal expansion in a closed system.  Jean Davis stated that it was a federal guideline to have back flow preventers to keep pollution from getting in the water system.  Mayor Allen requested that Superintendent Shafer inform residents in a timely manner with follow-ups.

            Steve O'Neill, 124 Waterford Street.  He explained that a blue Chevy Corsica with expired July 2001 inspection sticker was located in front of 110 Waterford Street with windows broken.  He noted that no tickets had been placed on the vehicle and he did not want the same situation as last year with a motorcycle.  He felt the car was dangerous with broken glass.  Manager McFadden stated he would check into this matter tomorrow.

            Tom Dodd, 120 Waterford Street.  Asked Council to consider addressing the Zoning Hearing Board about temporary variances.  As it is now they will not consider temporary variances.  He explained that a resident wanted to have college students in a basement apartment in a home they live in.  They went through the process and was turned down.  He felt that if they were living there and controlled the students he could not see why they could not have them living with them.  Mr. Dodd asked if Council could see why the Board would not give out temporary variances.  He considered a temporary variance one for as long as the resident lived in his home and owns it.  Mayor Allen explained that up to three unrelated family members are allowed in a home.  Mr. Dodd stated that the Zoning Hearing Board denied it and he only brought it up because he could not see any problem with it.

OLD BUSINESS:

            Mayor Allen stated that there was still one vacancy as alternate on the Environmental & Shade Tree Advisory Committee.

Developers agreement of Holmstrom property was tabled as well as the Scots Glen Subdivision request awaiting language from the Solicitor.  Mayor Allen requested that the Manager find out the current status of these items with the Solicitor.

Committee Reports:

            Cable TV Committee:  Robert Gray, Chairman - no report.

Finance Committee:  Jean Davis, Chairman - Met October 1st and reviewed General Fund Budget compared to actual.  Also Budget workshop dates to be advertised are October 29 and November 12 at 6:30 p.m. and October 25, November 8th, and November 15th at 10 a.m.

HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING

Page 3                                                                                                     October 8, 2001

Ordinance Review Committee:  Caroline Rhodes, Chairman  - Reported the committee met October 1st at 6:30 p.m. to review proposed Noise Ordinances, codification, and request from Water Authority and Municipal Authority to review Ordinance to have individual units have water meters.   Caroline Rhodes reported that the committee unanimously recommends to Council that no new noise ordinance be adopted at this time.  Presently the Borough is using the PA Crimes Code. Section 5503, which specifically prohibits "unreasonable noise", and is currently enforced.  Regarding particular issue of "JAKE brakes",  the committee welcomed additional comments as to the extent of the problem, and if needed would consider a specific ordinance prohibiting that specific noise, at a future date.  Under new business George Finney had presented information about inconsistencies in water, sewer, and refuse billing, which revealed major unfairness in bearing the burden of paying municipal services.  Committee Chair Caroline Roads was asked to work with the Manager and Butch Shafer on the wording to amend our current ordinance.  It was hoped to have this amendment in place by January 1, 2002.  The last item the committee reviewed was the PA Commonwealth set of standards for the retention and disposal of public records, which is intended to aid all municipalities in how to handle and store public documents.  Caroline Rhodes motioned to adopt resolution 12-2001 and Jean Davis second the following resolution:

Home Rule Borough of Edinboro

RESOLUTION  12 - 2001

A RESOLUTION OF BOROUGH COUNCIL, OF THE HOME RULE BOROUGH OF EDINBORO, ERIE COUNTY, PENNSYLVANIA, DECLARING ITS INTENT TO FOLLOW THE SCHEDULES AND PROCEDURES FOR DISPOSTION OF RECORDS AS SET FORTH IN THE MUNICIPAL RECORDS MANUAL APPROVED ON JULY 16, 1993.

WHEREAS, a Local Government Records Committee was created by Act 428 of 1968 and empowered thereby to make rules and regulations for records disposition; and,

WHEREAS, the Municipal Records Manual was approved by said Committee on July 16, 1993; and

WHEREAS, Home Rule Borough of Edinboro, Erie County, desires to dispose of records according to statutory requirements;

NOW, THEREFORE, BE IT RESOLVED by Council of the Home Rule Borough of Edinboro, Erie County, Pennsylvania, that it intends to follow the schedules and procedures for disposition of records as set forth in the Municipal

HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING

Page 4                                                                                                 October 8, 2001

Records Manual approved on July 16, 1993.

RESOLVED, by the Borough Council of the Home Rule Borough of Edinboro at a meeting held on the 8th day of October, 2001.

Jean Davis commented that the retention schedule made sense when cleaning files it states what needs to be saved and how long.  This should be helpful to the office staff.  Mayor Allen asked for a role call vote.  Role call vote followed:  Caroline Rhodes, yes; Charles Brand, yes; Paul Snyder, yes; Robert Gray, yes; George Finney, absent; Jean Davis, yes; and Mayor Allen, yes.  Resolution 12-2001 passed by 6-0 vote.

Personnel Committee:  Charles Brand, Chairman -  reminded everyone of the Personnel Committee and the Committee of the Whole for Manager's evaluation interviews with Department Supervisors on October 9th starting at 5:45p.m. and October 16th meeting has been changed to October 10th at 6:30 p.m.

Recreation Committee:  Charles Brand, Chairman - Received final lifeguard figures of $11,413.78 for 2001 and pictures of McKean and Summit restrooms from George Finney. 

Public Safety Committee: George Finney, Chairman - No report.

Streets, Buildings & Grounds Committee: Paul Snyder Chairman - No report.  Paul Snyder asked about letters sent about bridges. Manager McFadden explained that this was one of two letters being sent and the other covers 6N East bridge.

Town-Gown Committee: Mayor Allen, Chairman - Manager McFadden stated that Jim Sheehan of EUP had set up a meeting for October 24th.  Mayor Allen asked if an agenda was made, time line of start and stop, topics of discussion so all are prepared, and if meeting was just the Manager and Mr. Sheehan or a Town-Gown meeting that Jean Davis and Mayor Allen should be attending.  Manager McFadden stated that Mr. Sheehan's office had just called to set up a meeting and he would follow up for more details.

Committee of the Whole: - will meet to discuss the personnel matter of the Manager's evaluation October 9th and 10th.

Solicitor's Report:     

Letter from Attorney Marsh to Auditors and Russell S. Warner, Esq. were available for Council's review.

Managers Report:

            Manager McFadden explained that the last four items were finished or would be finished tomorrow.  Mayor Allen stated that he agreed with the Manager's findings on the 2002 Main Street Awards and it would be dropped. Paul Snyder asked that dates contain initiated, due, or done before them for clarification.

HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING

Page 5                                                                                                  October 8, 2001

Jean Davis asked that a letter be sent from the Manager informing Mr. Weber of the status of his street following his appearance at September 24th Council Meeting.

Discussion followed on paving streets and the paying of street lights out of liquid fuels state allocation.  Manager McFadden stated that there were only three places to take street lights out of they were state aid allocation Liquid Fuels, a dedicated millage tax, or from the General Fund.  Paul Snyder stated residents could also assessed.  Jean Davis stated that it being budget time they could take this into consideration.   Mayor Allen stated it was nice to see what streets would be paved and it would be nice to have an estimated cost for 2002.

FINANCE:   

            Mayor Allen introduced the bills for payment.  Jean Davis moved approval of the submitted bills totaling $411,493.34 and Caroline Rhodes second.  Jean Davis noted that $200,000 tax anticipation note was being paid back early to save interest. With no objections the motion to approve the bills passed by 6-0 voice vote.

Mayor Allen introduced the payroll ending September 28, 2001 paid October 5, 2001 totaling $44,436.43.  Charles Brand motioned for the acceptance and Jean Davis second. With no objections the payroll was approved by 6-0 voice vote.

Manager McFadden noted that Pension State Aid was received in the amount of $8,306.03 for 2001.  The Borough is allocating the General Municipal Pension System State Aid to the Non Uniformed Employees Defined Benefit Plan in the amount of $5,659.00 and $2,647.03 will reimburse the General Fund for payments to the Non Uniformed Defined Contribution Plan.

PERSONNEL:

            It was noted that Carolyn Coleman was hired as part time administrative clerk starting October 1, 2001.

Public Safety:

Police Reports were received for review by Council.

BOCA/Code Enforcement:

            Copies of letters sent to residents on 6N East as requested were available for review.

Public Works:

            Public Works Director Tom Schruers memos on Shelhamer Circle and Shelhamer Drive, projected street paving for 2001 and 2002, comparison of fecal coliform tests for 2000 and 2001, and YMCA expenses for 2001 were all available for Council's review.

HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING

Page 6                                                                                                  October 8, 2001

Community Development/Project Coordination:

            Letter from DEP dated September 28th informed Council that the Recycling Development and Implementation Grant was awarded in the amount of $25,903.00 to the Borough.

Communications:

Being no communications Mayor Allen moved on to new business

New Business:

            Jean Davis motioned to set October 31, 2001 from 6:00 p.m. to 8:00 p.m. as the official trick or treat hours in the Borough.  Charles Brand second the motion and it passed unanimously by 6-0 voice vote.  The Manager was instructed to notify the newspapers and to have it put on the cable access channel.

            Mayor Allen asked if all was in place for EUP Homecoming this weekend.  Manager McFadden would verify with Chief Craft that no parking signage and towing arrangements were in place for the day.

REMINDERS:

            Mayor Allen reminded Council of upcoming dates.

Adjournment:

            Charles Brand motioned for adjournment, and with no objections it was unanimously approved by 6-0 voice vote at 8:23 p.m.

ATTEST:

_________________________               _____________________________

Manager E.R. Buck McFadden                        Mayor Clifford E. Allen

HIGHLIGHTS

HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING

October 8, 2001

COUNCIL APPROVED:

Payment of bills

Payment of payroll

Minutes 

Resolution 12-2001 Retention of Records

Set trick or treat hours October 31, 2001 from 6 p.m. to 8 p.m.

POSTPONED

Vacancy Alternate Environmental & Shade Tree Advisory Committee

Developer agreement and site plan - Holmstrom property -

Planning & Zoning Commission recommendation for side yards 10' in Scots Glen Subdivision amending PRD

UPCOMING MEETINGS:

Committee of the Whole - personnel matter October 9th 5:45pm; October 10th 6:30 p.m.; and Oct. 23rd 6:30 p.m.

Council Meeting October 22nd   7:00 p.m.

Authority Meeting  November 7, 2001 5:00 p.m.

MANAGER INSTRUCTED TO:

Sent letter to Bill Weber, 305 Shelhamer Circle on update on paving of Shelhamer

Blue Chevy Corsica with broken windows since July 2001 at 110 Waterford Street - check with Police Department on this vehicle.

Butch Shafer to explain to citizens in a timely manner new water setter system.

Update Council 10/22/01 on Agreement with Developer of Holmstrom property & Scots Glen Subdivision which Solicitor is working on.

Have Trick or treat hours put on cable access channel.

Verify preparedness for homecoming with towing & no parking signage.

HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING

October 8, 2001

7:00 p.m.

Call to Order by Mayor Allen

II.         Roll Call: Charles Brand __, Jean Davis __, George Finney __,                      Robert Gray __, Caroline Rhodes __, Paul Snyder ___,                                    Mayor Clifford Allen ____,

Attorney Ritchie Marsh __, E.R. Buck McFadden (Borough Manager) __,

Marie Lander (Assistant to the Manager) ___.

III.       Approval of Minutes:

Minutes of Regularly Scheduled Meeting September 24, 2001

ACTION:  Motion to approve minutes

IV        Persons Requesting Time To Address Council

Superintendent of Water Department - Butch Shafer  - new meter setters with back-flow preventer

V.        Old Business

A.  Committee Vacancies -

1 alternate - Environmental Shade Tree Advisory Committee

Agreement with Developer of Holmstrom property -                            ACTION: CONTINUE TO TABLE

 Scots Glen Subdivision request - Manager, Building Inspector, and Solicitor working on amendment language. CONTINUE TO  TABLE

 VI.      Committee Reports

Cable TV  - Robert Gray, Chairman

Finance Committee - Jean Davis, Chairman - Met October 1st - advertised Budget workshops

Ordinance Review Committee - Caroline Rhodes, Chairman - Met October 1st

Personnel Committee – Charles Brand, Chairman

Recreation - Chuck Brand, Chairman                 

Public Safety – George Finney, Chairman

Street, Buildings, and Grounds – Paul Snyder, Chairman

Town-Gown  - Kip Allen, Chairman

Committee of the Whole - Met Sept 17th 6:30 p.m. for Manager's evaluation

VII     Solicitor's Report:

DEP EHB Docket 2000-125- R :

Letter from Attorney Marsh to Auditors - FYI

Letter from Attorney Marsh to Russell S. Warner, Esq. - FYI

Orr Brothers: nothing new to report

Sidewalks - Update

VIII      Manager's Report:

A.  Manager

MANAGER INSTRUCTED TO:

Set up meeting for Emergency Management Response Plan update - to be completed January of 2002

See about getting EDINBORO.GOV as domain    by 1/1/02

Advertise for action on Scots Glen Subdivision -awaiting language solicitor

Contact McKean regarding public restrooms - photos & see if design can be replicated 9/10/01( photo's attached)   10/30/01

Send letter to Edinboro Historical Assoc. requesting they prepare a plaque for the fountain with historical information & possibly picture etched into the plastic of the original fountain.9/10/01      10/30/01

Letters to Governor Ridge, Lt. Gov. Mark Schweiker, ADA, & PennDOT for help in getting bridges across state property on 6N East and Darrow Road -mention unanimous motion to send letter - 9/24/01      10/30/01

Follow up letters to PennDOT Rep. & Rep. Evans, & Senator Earll on bridges - What is current status? & What can Council expect from them in this matter in the future? Also done by unanimous motion 9/24/01     10/30/01

Apply for 2002 Main Street Awards 9/24/01  - see memo

Universitas Sana in Civitate Sana - FYI

B. Finance

Authorization to Approve Bills, to be paid October 8, 2001         Action:  Motion to approve bills  $  411,493.34

Authorization to Approve Payroll

Action:  Motion to approve payroll ending September 28, 2001      paid October 5, 2001 totaling  $44,436.43

                        3.  Pension Aid distribution -

 Personnel

1.  Appointment of Part Time Clerk - FYI

 Public Safety

Emergency Management

Emergency Medical Service (EMS)

EVFD

Police

Police Reports -   no report

  Employee Safety Committee 

 BOCA/Code Enforcement

Monthly Report - no report

Copies of letters sent to residents 6N East - as requested 9/24/01

Planning – See BOCA/Code Enforcement Report

 Zoning – See BOCA/Code Enforcement Report

H.  Public Works

Sanitation

Building & Property  

Streets/Storm Sewers/Signals/Signs

Monthly report - no report

Information on Shelhamer Circle & Drive as requested 9/24/01

Street Paving 2001 - 2001 as requested 9/24/01

Park & Recreation

Lake  

Fecal Coliform tests compared to 2000

Recap of Life Guards for 2001

Environmental Shade Tree Advisory Committee

Dam 

Recycling Leaves

I.  Wastewater Collection & Treatment

J. Water System

Monthly Progress Reports - no report

K. Community Development/Project Coordination

Monthly report - none

DEP letter - update on recycling grant No. 902-219-01  9/28/01

IX        Communications

New Business

Set Trick or Treat hours Wednesday, October 31, 2001

Special Reports

Adjournment

REMINDERS:

Authority Meeting             Wednesday, November 7, 2001  5:00 p.m.

Next Council Meeting        Monday, October 22,  2001  7:00 p.m.

Personnel Committee & Committee of the Whole  Sept 24 6:45 p.m.;                      Oct 9th 6:30 p.m.; Oct 16th 6:30 p.m.; and October 23rd 6:30 p.m.

Finance Committee & Committee of the Whole - Budget Workshops - Oct. 25 10a.m.; Oct 29 6:30 p.m.; Nov 8 10 a.m.; Nov. 12 6:30 p.m.; & Nov 15 10a.m.

Berkheimer Associates sitting - Feb.4 & April 1stNoon-2p.m., Feb.11 & April 8th3-6

Community Development/Project Coordination 4/30/01

CDBG FY 2000 - submitted & approved $167,723.

CDBG FY 2001 - application submitted March 15, 2001for $ 175,683 awaiting approval

CDBG FY 1999

COPS in School Grant - 3 year period. Reimbursement salary & benefits of school resource officer - awarded September 11, 2000 $113,515.

Growing Greener Water Technology Grant - Submitted - waiting for approval requested $45,000

1999 Calendar Year Recycling Performance Grant - Submitted July 2000, received approval and funds March 9, 2001 $13,224

902 Recycling Program Grant 2000 - Submitted and awaiting approval $26,000

902 Recycling Program Grant 1998 - Reimbursement will be made from DEP once truck is on the Borough's lot and the invoice is submitted to DEP. $24,167 (was submitted) - Truck to be paid for in March 12, 2001 bills awaiting reimbursement from DEP

T-21 Department of Transportation Grant - Application in progress.

Shared Municipal Services Grant - Grant in beginning stages - Rob working on

DCNR - Bike Trail Lakeside - Have estimates received last year - on hold.

COPS Technology Grant - on hold

Proposal for CDBG Engineers for FY 2002, 2003, and 2004 will be advertised in July, 2001

Single Application for Assistance (CPR) - Community revitalization program -for Codification  for $13,500 was submitted April 2001.

Downtown Center - Mainsteet Manager - Mainstreet Visioning with the Chamber of Commerce.  A meeting the Chris Ortwell or Bill Fontana from the Downtown Center will be scheduled for approximately April 2001.  This grant must be applied for by the Chamber.  This office will support and offer assistance

2001 Safety Grant Award - Grant submittal will be in August or September 2001 for $1,000. - possible air system for WWCT vehicle

2000 Calendar Year Recycling Performance Grant - submittal due September 2001

902 Recycling Program Grant 2001 - Request is due in September 2001 - possible recycling containers and educational recycling newsletters for Borough Residents

K-9 Grant for funding of trained narcotic K-9 and a patrol car - Submitted 1999 and again in 2000 - awaiting for approval $38,282.

Safety Grant Award 2001 - $1,000 submittal will be made in August or September 2001

 Grants applied for and status:

CDBG FY2000

CDBG FY 2001 - application to be submitted March 13, 2001       for $ 175,683

CDBG FY 1999

Growing Greener Water Technology Grant - Install a Supervisory control and Data Acquisition (SCADA) System to monitor and control the water supply system.  - Submitted - waiting for approval - Funds requested $45,000.

2001 Safety Grant Award- Grant submittal will be in August or September 2001 for $1,000.

1999 Calendar Year Recycling Performance Grant - Reporting of recyclable material from Borough Residents and Commercial haulers.  Submitted July 2000, awaiting approval of approximately $12,000.

2000 Calendar Year Recycling Performance Grant - Reporting of recyclable material from Borough Residents and Commercial haulers due September 2001 for approximately $10,000.

902 Recycling Program Grant 2001 - For the continued funding of educational Recycling Newsletters for Borough Residents.  Request is due in September 2001 for approximately $8,000

902 Recycling Program Grant 2000 - Reimbursement on Borough's backhoe/loader, recycling containers and community education.  Submitted and awaiting approval for approximately $26,000.

902 Recycling Program Grant 1998 - For purchase of a dump box and truck.  Reimbursement will be made from DEP once truck is on the Borough's lot and the invoice is submitted to DEP. $24,167. - Truck to be paid for in March 12, 2001 bills.--received notification 5/3/01 of 25,903 full amount accepted for grant(Sigma Toast of DEP called…letter and news release to follow.

T-21 Department of Transportation Grant - Sidewalk project over Darrow Road Bridge and West Normal Street Bridge and Route 6N Bridge - Application in progress.

Shared Municipal Services Grant - WWCT camera equipment to be partnered with another municipality. - Grant in beginning stages.

DCNR - Bike Trail Lakeside - Extension of the bike trail to Route 6N. Federal Program - Davis - Bacon Wage Rates will prevail. In progress.

COPS Technology Grant - Equipment would allow a link to each patrol car with department's computer system to access information from the federal NCIC computer data base, the PA CLEAN computer data base, communicate with other patrol cars and police agencies and allow access to those data bases in a secure manor.  In progress with 999, EmergyCare, Borough of Edinboro, Lake City & Union City Police Departments.

Single Application for Assistance - Community revitalization program - will apply for funds for Codification - In progress.

DEP Alternative Fuels Grant - To promote the use of an alternative fuel.  Application requested.

Downtown Center - Mainsteet Manager - Mainstreet Visioning with the Chamber of Commerce.  A meeting the Chris Ortwell or Bill Fontana from the Downtown Center will be scheduled for approximately April 2001.  This grant must be applied for by the Chamber.  This office will support and offer assistance.  Funding request unknown at this time.