Board of Supervisors Agenda

MINUTES
Upper Saucon Township Board of Supervisors
Regular Meeting
Monday, March 1, 2010 – 6:00 P.M.
Township Municipal Building

Members Present:
Stephen Wagner, Vice Chairman
Joseph M. Horvath
John E. Gilda, Jr.
Joaquim “Jack” DeMatos

Participating Via Speakerphone:
Miro A. Gutzmirtl

Staff Attending:
Thomas F. Beil, Township Manager
Robert E. Kassel, Jr., Asst. Township Manager
Dennis Harman, P.E., Township Engineer
Jeffrey Dimmich, Township Solicitor

CALL TO ORDER
Vice Chairman Wagner called the meeting to order at 6:00 p.m. in the Public Meeting Room of the Upper Saucon Township Municipal Building, 5500 Camp Meeting Road, Upper Saucon Township, Lehigh County, PA.

PLEDGE OF ALLEGIANCE
Vice Chairman Wagner asked all in attendance to stand and recite the “Pledge of Allegiance.”

PUBLIC COMMENT
None

CHAIRMAN’S REMARKS
None

MINUTES
Regular Meeting of February 1, 2010
Motion made by Mr. Horvath and seconded by Mr. Gilda to approve the minutes of the February 1, 2010 regular meeting of the Board of Supervisors.

The motion was adopted by a vote of 5 to 0.

COMMITTEE REPORTS
None

ORDINANCES
None

RESOLUTIONS
None

SUBDIVISIONS & LAND DEVELOPMENTS
Illick Minor Subdivision – Sewage Facilities Planning Module
Motion made by Mr. DeMatos and seconded by Mr. Horvath to approve the Sewage Facilities Planning Module for the Illick Minor Subdivision and to approve the submission of same to the PA Department of Environmental Protection for final review and approval.

The motion was adopted by a vote of 5 to 0.

DeSales University – Donahue Hall Recreation Area Land Development – Resolution No. 2010-17
Motion made by Mr. Horvath and seconded by Mr. DeMatos to adopt Resolution No. 2010-17 conditionally approving the Preliminary / Final Land Development Plan of DeSales University to construct a recreation area adjacent to Donahue Hall on the campus of DeSales University.

Mr. Jim Mazeika, project engineer with Barry Isett and Associates, presented the details of the plan for the construction of a recreation area next to the residential dormitory at Donahue Hall.

The motion was adopted by a vote of 5 to 0.

MOTIONS
Award Bid for Water Meters and Appurtenances
Motion made by Mr. DeMatos and seconded by Mr. Gilda to award the water meters and appurtenances bid to AquaPro Supply in the amount of $179,545.80.

Mr. Gilda questioned the Township Engineer about the number of bidders and the cost. Mr. Harman stated that the number of bidders is limited because the water meters selected by the Township are specific to the Township’s needs and are not carried by all vendors. The price for the meters is lower than the prior year prices. Mr. Harman also explained that most of the meters are paid for by developers when they are installed in new subdivisions.

The motion was adopted by a vote of 5 to 0.

Release of Funds – Blue Ridge West Estates, Phase 2 – Certification No. T-1
Motion made by Mr. Horvath and seconded by Mr. DeMatos to authorize the release of construction security in the amount of $2,243,558.89 for Phase 2 of the Blue Ridge West Estates

Subdivision in accordance with the Township Engineer’s recommendation made by letter dated November 11, 2009.

The motion was adopted by a vote of 5 to 0.

Release of Funds – Blue Ridge West Estates, Phase 2 – Certification No. S-1
Motion made by Mr. Horvath and seconded by Mr. Gilda to authorize the release of construction security in the amount of $1,088,600.65 for Phase 2 of the Blue Ridge West Estates Subdivision in accordance with the Township Sewer Engineer’s recommendation made by letter dated November 10, 2009.

The motion was adopted by a vote of 5 to 0.

Release of Funds – Sunrise Valley, Phase I  – Certification No.5
Motion made by Mr. Gilda and seconded by Mr. DeMatos to authorize the release of construction security in the amount of $145,745.78 for Phase I of the Sunrise Valley Subdivision in accordance with the Township Engineer’s letter dated November 11, 2009.

The motion was adopted by a vote of 5 to 0.

Release of Funds – Sunrise Valley, Phase II – Certification No.4
Motion made by Mr. DeMatos and seconded by Mr. Horvath to authorize the release of construction security in the amount of $77,363.49 for Phase II of the Sunrise Valley Subdivision in accordance with the Township Engineer’s letter dated November 11, 2009.

The motion was adopted by a vote of 5 to 0.
           
CORRESPONDENCE AND INFORMATION ITEMS
None

BILLS, PAYROLLS, AND COMMISSIONS
Prepaid invoice List #03012010, dated 02/24/2010, in the amount of $400,607.57
Warrant List #03012010, dated 02/24/2010 in the amount of $262,860.54

Motion made by Mr. Gilda and seconded by Mr. Horvath to authorize the payment of the Prepaid Invoice List and the Warrant List.

The motion was adopted by a vote of 5 to 0.

DIRECTION/DISCUSSION ITEMS
Township Revenue/Expenditure Analysis – 2009 Calendar Year
Mr. Kassel presented an update on revenues and expenses comparing end of year revenues from 2008 to 2009. Mr. Kassel reported that revenues for 2009 were down 5%, the decrease was planned into the 2009 budget. There is some question on the Earned Income Tax (EIT) revenues, which are lower by $230,000. Mr. Kassel explained that the present thinking is that one of the newer collectors is slow in remitting funds. Mr. Kassel expects the situation to be rectified by April 15th. In his summary, Mr. Kassel reported that actual revenues were within one percent (1%) of budget projections and expenses were seven percent (7%) under budget. Mr. Kassel explained as he addressed the question of resolving EIT collections that the County will begin collecting EIT on a regional basis beginning in 2011, and expects the new procedures will not only reduce costs, but improve results. Mr. Gilda questioned the projected cost savings and asked that the costs under the new system be monitored.

Purchase New Dump Truck for Road Department and the Purchase New Dump Truck for Water/Sewer Department
Mr. Beil presented the details for the purchase of two vehicles, emphasizing that the funds were allocated in the 2010 budget. Mr. Horvath advocated deferring major capital expenditures until the Board has a better idea as to whether or not revenues will come in as expected.  Mr. Gutzmirtl suggested delaying the purchase of the dump truck for the Road Department until Mr. Kassel could evaluate 2010 revenue projections. Mr. Gilda summarized the Board’s discussion with a proposal to purchase one vehicle using funds from the Sewer Capital fund and deferring the second purchase until a review of 2010 revenues. Mr. Beil also addressed how the Township evaluates vehicles in its fleet. The process will be reviewed by the Administration and Finance Committee to develop a formal evaluation process for equipment owned by the Township.  It was the consensus of the Board to move forward with the purchase of a new dump truck for the Water/Sewer Department.  The Board will re-evaluate the purchase of a dump truck for the Road Department sometime in the summer of 2010 after the Township’s financial condition becomes clearer.

ADDITIONAL BUSINESS
None

COURTESY OF THE FLOOR
Kevin Farnish informed the Board that he was recently appointed Fire Chief for the Borough of Coopersburg.  He thanked the Board for its continued financial support of the Coopersburg Fire Department.

EXECUTIVE SESSION
The Board met in executive session to discuss the possible appointment of a local attorney to serve as hearing officer for the Conditional Use hearing involving Saucon Creek Road LP.

The Board returned from executive session.

ADJOURNMENT
A motion was made and seconded to adjourn the meeting.

The motion carried by a vote of 5 to 0.

______________________
Secretary