HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING
Page 1 August 6, 2001
The following Council members were present: Caroline Rhodes, Jean Davis, Robert Gray, Charles Brand, Paul Snyder, George Finney and Mayor Clifford Allen. Also in attendance were Attorney Ritchie Marsh; E.R. Buck McFadden, Borough Manager; and Marie Lander, Assistant to the Manager. Guests present were Bill Sellers, Barb Jacobs, Ethel Miller, W.R. Miller, Amy Mulligan, Theresa Malec, Dennis Valone, Pam Valone, and James A. Strand.
Pam Valone, 124 Beau Drive spoke regarding issues on Beau Drive regarding drainage problems. Residents present from Beau Drive were introduced and brief statements from each were read by Pam Valone. All residents felt that the open drainage being used was not a remedy to the problem. Manager McFadden explained the process over the last year to address the problem and that a significant ditch or appropriate french drain type piping must be established to solve the surface water and underdrainage of the road. Pricing of pipe will be obtained and presented to Council for appropriate decision on what should be done on Beau Drive at the August 27th meeting. Residents commended the Borough crews for being courteous and polite.
Executive Session:
Mayor Allen adjourned Council into executive session for brief consultation with the Solicitor on legal matters at 7:30 p.m.
Mayor Allen resumed the meeting at 7:42 p.m.
Developers agreement of Holmstrom property was tabled until August 27th meeting.
Manager McFadden recommended to Council to accept the lowest bidder for ID-2 binder & ID-2 wearing of Russell Standard Corp. $67,551.90 not to exceed the budgeted amount. Robert Gray motioned to accept the bid of Russell Standard for ID-2 binder & ID-2 wearing for $50,000 but not to exceed $63,951. Seconded by Charles Brand and passed by 7-0 voice vote.
HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING
Page 2 August 6, 2001
Scots Glen Subdivision request for curative amendment. Manager to prepare advertisement for action at August 27th Council meeting on this matter.
Council met August 6, 2001 in joint executive session with the Municipal Authority Board to review Act 537 joint sewer agreement. Robert Gray motioned to authorize appropriate officials to sign sewer service agreement with Township of Washington, Sewer Authority of the Township of Washington, Municipal Authority of the Borough of Edinboro and the Borough of Edinboro, subject to final review by Borough Manager, Borough Solicitor, Borough Engineer, and Superintendent of Waste Water Collection and Treatment. Jean Davis second the motion and discussion followed. George Finney stated he would vote against the motion because it was no benefit to the Borough residents only a merger would be the best way to go. He felt without a merger it would destroy the Borough. Caroline Rhodes stated she saw the benefit to the Borough and region with the sewage plant effluent diverted from entering the Lake. Mayor Allen stated the agreement is a result of a lot of work and may or may not be agreed upon in principle but it will take the Borough out of trouble with DEP and a positive direction with Washington Township. George Finney agreed it was a lot of work for the Solicitor Marsh, Rob Kennerknecht, Art Kuholski, and Manager McFadden and they had done a fantastic job. Mr. Finney felt the agreement was the best the Borough could receive but felt it still was a bad deal for the Borough while a good deal for the Township. The motion passed by 6-1 voice vote.
Penns Valley Publishers - Recodification Agreement was tabled until August 27th meeting to give the Ordinance Review Committee time to review where the remainder of funds would come from, other than the grant.
Manager McFadden introduced William Leonard, Manager of North Western PA office of Berkheimer Associates to answer any questions the Council may have on his proposal to collect Earned Income Tax for the Borough. He explained that a clerk had resigned voluntarily and the department was not overstaffed. Options available would be to hire a new person or contract out. Manager McFadden also explained that the clerical union employees desired a meeting and had started a grievance procedure. He recommended that the opportunity of present and future costs savings with no adverse effect on employees was an ideal time to review this option. Mr. Leonard explained that the business was in this area since 1981 and was commissioned to do Millcreeek Townships, Wattsburg, Washington Township, and General McLane School District just for a few municipalities. The rate would be 2.5% of monies turned over to the Borough which would be done monthly or when ever $2,000 was accumulated. Manager McFadden stated he was proposing either replacing with a full time person or outsourcing EIT to Berkheimer and have a 20 hour week part timers. Assuming the 2000 audit of EIT it would cost approximately $20,855 for outsourcing and wages with benefits for person
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HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING
Page 3 August 6, 2001
who left was $30,921. Looking forward to 2002 with the EIT outsourced and utility billing meter reads being done by radio read will allow us to scale back or eliminate this part timer the end of 2002. Management recommends authorizing officials to enter into an agreement with Berkheimer Associates. Mr. Leonard answered Council's questions. Paul Snyder asked if they could collect more than we did? Mr. Leonard said yes and no change to start up if disk is available with names of residents, addresses, and business, etc. Jean Davis asked if 2% was a problem. He stated no he had other municipalities that collected 1.5% and forms are individual. Caroline Rhodes asked how they handle taxpayers? Mr. Leonard stated the district office was in the Millcreek Municipal Building with a toll free number. He can also have someone come in and sit in the Municipal Building quarterly for residents and business to come in and discuss problems or have help filling out forms. This would be advertised in the local paper. Caroline Rhodes asked is copy of record or return information was available to residents? Mr. Leonard stated they image all forms and we2's and they can bring them up on the monitor and print at any time. Jean Davis asked if there was a charge for copies? He stated no charge for one or two but a lot of copies they do have a charge. Mr. Leonard stated that a reconciliation monthly is done and a transfer directly into Plgit account is possible. The Manager and Assistant to the Manager would have access through the internet with firewalls to see financial information that might be needed. Jean Davis asked how they would deal with knowing who moved in and out. He stated they would use our rental agreements, realty transfers, utility billing, state list, and any other information available. Manager McFadden stated they would use the Code Enforcement records and utility billing records. Caroline Rhodes asked about the prior year tail. Manager McFadden stated that Berkheimer Associates would keep years separate in their reporting. Robert Gray asked about if they worked in another municipality. Mr. Leonard stated they would claim for it and when they turned it over to the Borough they would be charged 2.5% commission for collecting. The audit will be provided at no extra cost as well as postage and forms. The 2.5% rate is firm for 3 years and automatically rolls over unless either party cancel in 90 days. George Finney motioned and Charles Brand second to authorize appropriate officials to execute an agreement with Berkheimer Associates and to advertise for a part time person in the office. Discussion followed. Caroline Rhodes had reservations for doing this but thought a clear presentation was given. She likes personal local employee handling EIT with a fuller office staff and preferred to keep it in house. Charles Brand stated he has resided where they collected both ways and never could tell any difference and thought it was a good opportunity to get out of the EIT business. Mayor Allen felt it was an advantage since he has seen the number of checks we pay out and he felt 8 of 10 of the districts we claim to are part of the Berkheimer clients. The motion passed by 5-2 voice vote with Robert Gray and Caroline Rhodes voting nay. Manager McFadden was instructed to take care of the paperwork.
HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING
Page 4 August 6, 2001
Communication from Indiana University of Pennsylvania dated July 18, 2001 to Mayor Allen was available for review.
Being no further communications the Mayor moved on to new business.
New Business:
George Finney asked if there was an ordinance against construction equipment parked on streets? He informed Council that two large pieces were parked in front of Dairy Queen for the last 10-14 days. Robert Gray asked if no parking signs were needed or was it an obstruction of the intersection. Manager McFadden asked if the owner was known? Robert Gray stated the name was on the truck of Jim Gillette. George Finney stated that the police said they could do nothing when a resident asked about the truck and they laughed at him for asking. Robert Gray asked how was it he couldn't have his boat parked in his yard but a truck can be parked on the street. Manager McFadden stated he would check on it in the morning. He was also informed that it was parked on the other side of the street but someone objected so he moved it to the other side of the street. George Finney also stated that the police said it was 18' from corner so they couldn't do anything about it.
Jean Davis requested that the Manager at the clerk personnel meeting to inform them there would be a part time person hired along with outsourcing to Berkheimer Associates. Robert Gray asked if you are retired it says on the form you must still file and he thought advertisement or information about this should be given to residents.
Mayor Allen reported that a letter from Lori Showman stating the Ski Club was having an ATV rally in Washington Township August 18 with a limit of 1500 riders and the police department should be made aware of this event.
Robert Gray motioned for adjournment, and with no objections it was unanimously approved by 7-0 voice vote at 8:45 p.m.
ATTEST:
_________________________ _____________________________
Manager E.R. Buck McFadden Mayor Clifford E. Allen
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HIGHLIGHTS
HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING
August 6, 2001
· Russell Standard bid for ID-2 binder & ID-2 wearing not to exceed budget $50,000
· Authorize appropriate officials to sign sewer agreement with Washington Township subject to final review by Borough Manager, Borough Solicitor, Borough Engineers, and Superintendent of Waste Water Collection and Treatment.
· Authorized appropriate officials to execute agreement with Berkheimer Associates.
· Authorize advertisement for part time office clerk.
POSTPONED
· Public Water Emergency Response Agreement
· Vacancy Alternate Environmental & Shade Tree Advisory Committee
· Penns Valley Publishers Recodifiction Agreement - Ordinance Review Committee until August 27th
· Developer agreement and site plan - Holmstrom property - until August 27
· Planning & Zoning Commission recommendation for side yards 10' in Scots Glen Subdivision amending PRD - advertisement by Manager for action August 27th
UPCOMING MEETINGS:
· Council Meeting August 27, 2001 7:00 p.m.
· Authority Meeting September 10th 5:00 p.m.
· Pipe calculations and costs for Beau Drive for Council review Aug 27th.
· Advertise for Scots Glen Subdivision request with action to be held on Aug 27th
· Execute agreement with Berkheimer Associates
· Advertise for part time office clerk
· Look into truck parked in front of Dairy Queen.
· Notify police department of ATV rally August 18 in Washington Township
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HOME RULE BOROUGH OF EDINBORO COUNCIL MEETING
August 6, 2001
7:00 p.m.
I. 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:
1. Minutes of Regularly Scheduled Meeting July 23, 2001
ACTION: Motion to approve minutes
IV Persons Requesting Time To Address Council
V. Old Business
A. Agreement with Developer of Holmstrom property - ACTION: Motion to approve (if agreed to by other party by meeting time) or Motion to table to August 27th meeting.
B. Award bid for ID-2 Binder & ID-2 Wearing - ACTION: Motion to award to lowest responsible bidder meeting specifications - not to exceed budgeted amount.
C. Scots Glen Subdivision request for curative amendment - ACTION: Motion to authorize enclosed advertisement
D. Met August 6, 2001 in joint session with Municipal Authority Board in re: Act 537 joint sewer agreement. - ACTION: Motion to authorize appropriate officials to sign subject to final review by Borough Manager, Solicitor, Borough Engineers, and Superintendent of Waste Water Collection and Treatment.
E. Penns Valley Publishers - Recodification Agreement. ACTION: Motion to authorize appropriate officials to execute agreement.
F. Berkheimer Associates - ACTION: Motion to authorize appropriate officials to execute agreement.
IX Correspondence
A. Indiana University of Pennsylvania letter of July 18, 2001 to Mayor Allen
X. New Business
XI. Adjournment
REMINDERS:
No meeting August 13th.
Next Council Meeting August 27, 2001 7:00 p.m.
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