1 John D. Rochat Chairman Jay M.Brandt Vice Chairman Galen Shelly Road Master CONEWAGO TOWNSHIP BOARD OF SUPERVISORS 3279 Old Hershey Road Elizabethtown, PA Tel. No. (717) Fax (717) Shirley Bretz Twp.Secretary/ Asst.Treasurer Dolores Kuntz Assistant Secretary/ Treasurer BOARD OF SUPERVISORS MEETING OCTOBER 11, 2006 The Conewago Township Board of Supervisors held their regular meeting, Wednesday, October 11, Those present were: John Rochat Galen Shelly Jay Brandt Shirley Bretz Dolores Kuntz Jon Yost Joel Buckley Jason Parmer, Park & Rec. Don Parmer Terry Whitmeyer Michele Coleman,The Sun Rosalie Sarfert Tom Ridder Fred Kay Christopher McGee Rich Fankhanel Peter Czuday Ed Kaylor Paul Zimmerman Pat Ethridge David Ethridge Christopher Lynch Joanne Lynch James McGee, Boy Scout - Star Life was present a this meeting to earn his Merit Badge The meeting was called to order by Chairman Rochat at 7:31 PM. MINUTES OF SEPTEMBER 13, 2006 A motion by Rochat second by Shelly to approve the minutes of September 13, 2006 as submitted. Motion carried. TREASURER S REPORT SEPTEMBER 30, 2006 A motion by Rochat second by Shelly to approve the Treasurer s Report dated September 30, subject to audit. Motion carried. EXPENDITURE REPORT OCTOBER 11, 2006 A motion by Rochat second by Shelly to approve the Expenditure Report dated, in the amount of $108, Motion carried. PLANNING COMMISSION MINUTES SEPTEMBER 25, 2006 For Review Only SUBDIVISION/ENGINEERING FEES REPORT All-up-to-date.
2 Board of Supervisors Minutes, Continued -2- PUBLIC COMMENTS Cpl. Golletti, PA State Police, Troop H He stated there have been several incidents involving car break-in s in Conewago Twp. This is also happening in other townships and boroughs in Dauphin Co., but the positive side of this for Conewago is that they have suspects, and are close to solving this problem. He asked resident to do the following: lock cars at night, take expensive items inside your house at night. He mentioned that someone left their laptop computer in an unlocked car visible to someone, and of course someone broke into the car. Rochat thanked him and Troop H for handling incidents within the township, and Cpl. Golletti, said please call him if anything arises. CONEWAGO PLACE RE; AGREEMENT COMPLIANCE Terry Whitmeyer Whitmeyer wanted to clarify some information. He received the list of the Advisory Board for Conewago Place and said that some names may have been added after Rochat had a meeting with management. Whitmeyer said Richard Fankhanel has been a regular member on their Board for at least 10 years. Whitmeyer stated that his primary concern is for the township residents regarding the most recent walk-away, if they are in violation in regards to their agreement with the township. He said if you read paragraph 9, it states the type of individual included for treatment are individuals in the criminal justice system. Prior to sentencing of this person it was not part of his sentence, when he supposedly left with his girlfriend. Rochat said that (9) is part of the agreement, but you also need to read 8 A, B, and C, because when he met with Conewago Place management they stated that the individual did time. His parole officer determined that he needed drug rehab, and was assigned to a halfway house, while working on a home plan and work release versus sending him back to prison. He did violate his parole by escaping from Conewago Place, subject received no credit for time served at Conewago Place, and at that time Rochat contacted our solicitor and asked him to review it. Solicitor Yost said what he knows about the situation is hearsay, but stated that the person was no longer in the care of the criminal justice system, and in lieu of prison his option was to attend drug rehab, with no credit for time served there. Rochat said that in the agreement it states the term violence, which in his opinion means a crime against a person, and this individual s most recent incident was non-violent. Whitmeyer said a number of resident expressed concerns about being notified if anything happens, and stated if the Board of Supervisors appointed three individuals from Conewago on the Advisory Board, they could communicate through neighbors calling or s. Rochat said when he met with Tiffany Martin, Executive Director one of his comments was that the agreement states they should hold meetings quarterly, and they only meet twice a year. Richard Fankhanel said he is one of the original members, and when he attends their meeting he is the only person from the township. To lessen the burden since he was a committee of one, they went from 4 meetings a year to 2 meeting a year. He said the newspaper was inaccurate and out of the realm of the way things usually handled. Mr. Fankhanel was getting phone calls and he immediately called Tiffany and scheduled a meeting which is open to the public He agreed there are a lot of new names on the list, but that maybe they volunteered that night. He is completely satisfied with how Conewago Place handles these situations. He also said there are lot
3 Board of Supervisors Meeting, Continued -3- CONEWAGO PLACE, Richard Fankhanel, and Continued - of young female s employees, this is not a lock-down facility, no bars on doors or windows, they do bed checks at night, and they have silent alarms in use. He said Tiffany on a regular basis turns down admissions which are borderline violent patients, because they do not want to endanger their clientele or neighbors. Rochat stated Tiffany said the Advisory Board for Conewago decided that they do not need to be notified unless they don t know where they are or how they left. Rochat said that is the reason they didn t call because they knew that this individual left with his girlfriend. Mr. Fankhanel said that is correct, but when Firetree Unlimited first took over Conewago Place they had a lot of walk-a ways. Solicitor Yost said over the years the township had a good relationship with Conewago Place. Question 13 states the liaison should be notified within 3 hours of someone leaving that is subject to probation or parole. The Board of Supervisors needs to approve the three present members (Fankhanel, Czuday, Wychoff) Advisory Board members and send a letter to see if they still want to serve in this capacity, and if not they need to notify the Board of Supervisors if they don t wish to serve. There is no term established for number of years to serve. A letter will also be sent to Conewago Place stating they need to notify the Advisory Board members within 3 hours if someone leaves the facility. Solicitor Yost said Mr. Fankhanel should discuss with Conewago Place that it is their responsibility to establish an list for residents, who wish to be notified if someone leaves. Rochat told Tiffany the township plans to have a newsletter and they could put in their meeting dates, etc. Mr. Fankhanel s last comment regarding this situation is that anything over the years that this Advisory Board asked them to do, they did without hesitation. Rosie Sarfert said she would like to put something in the newsletter pertaining to residents locking their cars etc. She stated that when her driveway was being repaired the equipment was damaged, someone cut ignition wires, put dirt in gas tank, a neighbor also told her someone stole $8.00 worth of quarters, but she left her car unlocked. Rochat said we should have a neighborhood watch. Hills of Waterford Residents David & Pat Ethridge & Christopher & Joanne Lynch - They are here to discuss that all the lots are not developed yet and one lot is causing problems because of run-off, mud, grass isn t mowed, no sidewalks, etc. This particular lot is in the cul-de-sac on Ballyshannon Drive and was bought privately. When the residents bought their lot they had to build on it within several months. Their concern is that they heard the township will soon be taking over the roads. They went to the Homeowners Association meeting this week, and they said they don t know anything about the roads, but the residents said the association was more interested in the recreational area set aside for a playground. Solicitor Yost asked how many members are on the association board that live there, and they said three. The solicitor stated that if and when the road is taken over by the township the Hills would have to post a bond for 18 months to cover any damages. The township can address the storm water issues, erosion & sedimentation, but the township does not have a property maintenance ordinance, and any property maintenance would be the responsibility of the association. Solicitor Yost assured them the township engineer would review sidewalks, curbs, and any other issues before the township takes over the roads.
4 Board of Supervisors Minutes, Continued -4- PENN VEST APPLICATION EXPENSES AND APPROVAL FOR PAYMENT Nothing to Report KOSER BRIDGE Replacements Road Master Shelly sent a letter to Mark Wagner, Mt. Joy Township and is waiting for his response. TOWSHIP COMPREHENSIVE PLAN UPDATE Rochat received a memo from Engineer Shradley and said in order to complete the background profile for the Conewago Township Comprehensive Plan, the following profiles must be completed: l. Introduction/Purpose of Planning 2. Environmental, Natural, and Cultural Features 3. Text preparation for the Existing Land Use 4. Population/Socio-Economic Profile 5. Housing Profile 6. Community facilities and Utilities 7. Mapping for Items 2 and 6. A substantial amount of information has been analyzed with the development of the regional plan. We can utilize this information and analysis; however, we must type the profiles and prepare the necessary maps. We are hoping to get the GIS data in digital format from the Lower Dauphin Regional Planning Group. Profile development ranges in the area of $20,000; however, utilizing existing data and analysis from the regional plan and work already completed by the commission, we can finalize the background profiles for approximately $12,000. to $15,000. ACT 537 SEWAGE FACILITY UPDATE, RT. 743, OLD HERSHEY ROAD Rochat said the Phase II project was advertised for bids on As per the advertisement a Pre-Bid meeting will be held on 10-17, 2006 at 10:00 AM at the Township Building. All bids must be received by at 1:30 PM at the Township Building. PARK & RECREATION ADVISORY BOARD UPDATE Jason Parmer, Chairman The Park & Recreation Board is continuing their effort to create a township park. They applied for a Land Acquisition Grant and need an authorized signature from the Board of Supervisors for Weinstein Realty of York to conduct an appraisal for the proposed land. Solicitor Yost reviewed the appraisal cost of $4,000. and said it is reasonable considering they are doing two separate reports for the parcel. The proposed picnic area for the township is located at Danny Fisher Memorial Filed and would include picnic tables and benches. The process for the proposed grant for picnic area is ten month. They also continue to gather information for a newsletter.
5 Board of Supervisors Minutes, Continued -5- ABERDEEN MILLS FINAL SUBDIVISION LAND (New Plan ) Parcel , Acres 76.32, Subdivide 8 Lots for Single Family Detached Dwellings Engineer Shradley was absent, but he submitted a memo dated The following items are needed: 407.1A Preliminary Plan Stage was granted with the condition the applicant provides the Township with a copy of the AutoCADD 2000 file A.(17) Proof of approval of Erosion and Sedimentation Control Plan submitted prior to final approval A.(20).(f) The Planning Module needs to be approved by DEP prior to approval of the plan (2) Fee in lieu of Open Space Dedication Additional right-of-way has been granted. Mt. Joy Township has indicated their approval with 2 conditions. The first is that the additional right-of-way be shown on the plan. The second is that the developer s engineer has indicated they agree with the requirements and will provide Conewago with copies. The developer s engineer submitted an estimate for the proposed roadway improvements. Engineer Shradley reviewed the estimate for financial security and find it to be a reasonable estimate of the improvements. He recommends approval of the financial security in the amount of $93, Upon acceptance by the Board of Supervisors, the developer shall submit the appropriate financial security and execute agreements with the Township in accordance with the ordinance. Solicitor Yost suggested that the Board should table the plan until the next meeting. A motion by Brandt second by Shelly to table the Aberdeen Mills Final Subdivision until the next meeting. APPROVE DIANA REED ASSOCIATES PROPOSED AGREEMENT FOR 2006 TAX YEAR ENDING The solicitor needs to advertise the proposed agreement, and said to keep on the agenda. AMERICAN ROCK SALT PRICES FOR WINTER SEASON AT 47.70/PER TON The solicitor suggested checking again with West Shore COG on prices for salt. BEILER-ZIMMERMAN SKETCH PLAN (Parcel , Formerly Ruth Long) Mapledale Road, Zoned Agriculture Proposing to Subdivide 5 New Residential Lots & 2 Add On lots - Ed Kaylor, Engineer is here with a sketch plan to get the supervisors comments and direction of this Board and they will need to apply for a Conditional Use to become a residential dwelling. This parcel was originally owned by Ruth Long, who recently subdivided a 3 acres lot for herself, and than sold the remaining 122 acres to someone else. What this sketch plan shows is
6 Board of Supervisors Minutes, Continued -6- BEILER-ZIMMERMAN SKETCH PLAN, Continued - Beiler & Zimmerman desire to comply with zoning ordinances and create the following lots: 3-lots of 3 acres each and 2-lots of 2 acres each for a total of 5 lots, 22 acres an add on to 1 acre; and an add on of 47 acres to King s lot. Rochat stated that the township has a process in place, and there are a lot of plans coming in here which the Planning Commission never sees. A motion by Rochat second by Brandt that the policy of the Board of Supervisors is that Sketch Plans must go to Planning Commission for their comments and recommendation, and than to this Board. Motion carried. ROAD MASTER S REPORT Road Master Shelly reported that the township crew finished trimming the brush with Shemas machine; road cleaning at $40./Hr. for 50 Hrs. blacktop patches with top layer; mowed along road on Old Hershey Rd. and put size 4 stones near the hog farm; cleaned gutters, got leaf picker ready and put on back of dump truck; built some railings along Valley Rd. & Mapledale culvert; and for the remainder of October and November will be doing leaf collection. HILLS OF WATERFORD HOMEOWNER S ASSOCIATION PARK & RECREATION EQUIPMENT Rochat said we requested invoices for the playground equipment be submitted to the township with a list of their officers. We have the two invoices for Superior Play System, and we asked Sarina Buck, the Association Manager for the list of officers, but haven t received them yet. A motion by Rochat second by Shelly to authorize the township to release the $15,000 escrow plus interest to the Homeowner s Association directly, but with the condition we need the list of officers, and proof of approval that the officers approved payment of playground, copy of minutes approving the payment of playground equipment certified by two officers of the Association and furnish the township with documentation upon receipt of equipment received and installed. Motion carried. WARBURTON S AGREEMENT FOR STORM WATER - Mr. Warburton requested payment for money in escrow. Solicitor Yost stated when he reviewed the agreement it appears settlement at a later date of $5,000., or if cost was less thank $4,000., that there may be a refund guaranteed to whoever did the work. Shelly said there was a wide ravine between Shelly/Warburton s property and that it was feasible to put a catch basin near the intersection which he did. Shelly will look at what his cost for the Retention Pond was. The solicitor said Shelly may be entitled to some of the cost of repair, but he is not sure if the original intent was done, and he is not convinced that Mr. Warburton is entitled to a portion. It was suggested Engineer Shradley look at this issue and come back with a solution for the November meeting.
7 Board of Supervisors Minute, Continued -7- SET DATE FOR SPECIAL MEETING TO PREPARE BUDGET FOR 2007 The Board discussed setting a date for Workshop for 2007 Budget. The solicitor said we need to advertise 20 days ahead and need to give the township 30 days for adoption. A Workshop Meeting will be advertised in The Sun for October 25, 2006 at 2:00 PM. A tentative date for review of budget would be November 8, 2006 meeting, and would be adopted at the December 13, 2006 meeting. DON PARMER ZONING ISSUE - Don Parmer, Zoning Officer is here to discuss the issue of Rexrode s building permits for his detached garage. Bill Schilling went to a Building Code Meeting Update and discovered that it is a state law that anything over 1,000 sq. ft. has to be inspected. Mr. Rexrode s detached garage is under 1,000 sq. ft., so, therefore, doesn t need a Construction Permit. Since the township adopted the UCC Codes in July of 2004, we already had an ordinance in effect for 800 Sq. ft. and never adopted or changed the present ordinance. In reviewing the guidelines of UCC Codes it was determined Mr. Rexrode s property is below the required size, therefore, he is due a refund of the Construction Permit cost of $ The township will send a letter of explanation to Mr. Rexrode with the refund, and a Certificate of Use. A motion by Brandt second by Rochat that the UCC Codes requires a building permit for 1,000 sq.ft. or more and the township doesn t have the ability under the UCC Codes to conduct inspections, and, therefore, are refunding you.$52.00 charged for the cost of the Construction Permit. We will not be issuing a Construction Certificate of Occupancy, but will issue a Certificate of Use for the Zoning Permit. Motion carried. MS4 Posters Engineer Shradley requested the secretary ask for approval for the township to do the posters for These MS4 posters are coordinating this effort to help municipalities meet the public education requirement for Year 4. The posters are 11 x 17 printed on poster quality paper. A motion by Brandt second by Rochat to authorize the secretary to send the information needed to participate in Year 4 Posters. Motion carried. The Board of Supervisors went into Executive Session for Personnel Issues at 9:40 PM. The Board of Supervisors reconvened from the Executive Session at 10:35 PM with no action taken on personnel issues. PERSONNEL ISSUES The Board returned to the regular meeting and made the following motions. A motion by Rochat second by Brandt to authorize payment of 80 Hours Vacation to Shirley Bretz and to deduct that amount of hours from her vacation hours. Motion carried. A motion by Rochat second by Shelly that due to recent illness of Blaine Youtz and without making a precedent or policy we authorize the payment of six (6) sick days to Blaine Youtz. Motion carried.
8 Board of Supervisors Minutes, Continued -8- A motion by Rochat second by Shelly to adjourn at 10:40 PM. Next meeting will be the Workshop for Budget 2007 at October 25, 2006 at 2:00 PM. The next regular meeting will be November 8, 2006 at 7:30 PM. Respectfully submitted, Shirley A. Bretz, Township Secretary
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