Board of Supervisors Agenda

MINUTES
Upper Saucon Township Board of Supervisors
Regular Meeting
Monday, November 15, 2010 – 6:00 P.M.
Township Municipal Building

Members Present:
Miro A. Gutzmirtl, Chairman
Stephen Wagner, Vice Chairman
Joseph M. Horvath
John E. Gilda, Jr.

Members Absent:
Joaquim "Jack" DeMatos

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
Chairman Gutzmirtl 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
Chairman Gutzmirtl asked all in attendance to stand and recite the “Pledge of Allegiance.”

PUBLIC COMMENT
Anthony Caruso, 4971 Chestnut Hill Road - Mr. Caruso said he contacted the Township on several occasions and has not received an official response as to whether or not the Township is responsible for repairing the sinkhole near the intersection of W. Hopewell Road and Chestnut Hill Road.  Mr. Beil replied that the sinkhole is not the Township’s responsibility because it is located on private property. Mr. Beil apologized for the communication breakdown and promised to provide Mr. Caruso with a written response via e-mail as to whether or not the Township is responsible for repairing the sinkhole.

CHAIRMAN’S REMARKS
Chairman Gutzmirtl made the following remarks concerning the proposed 2011 Township budget:

• Due to the economic downturn, it was a challenge putting the 2011 budget together.
• For the first time in many years, the Township experienced a decline in tax revenues.
• The Board responded to the budget challenge by exercising fiscal restraint which included controlling expenses and cutting projects, postponing major road projects, deferring the purchase of new equipment, and requiring employees to contribute more to their pension plan.
• On the positive side, there is no real estate tax increase, noting the last increase was in 1989, there were no staff reductions, the Township is not cutting services and will continue to provide the same high level of service that the Township residents have come to expect.
• On the negative side, many worthy projects had to be cut because the Township could not afford them.
• The 2012 budget will be more challenging than the 2011 budget. In response to this challenge, the Finance Committee is directed to:  look at a possible tax increase, identify possible alternative revenue streams, identify possible cost containment measures and the effects these measures will have on service delivery, and find ways the Township can do more with less. The Committee is expected to make periodic reports to the full Board on their progress.

Chairman Gutzmirtl thanked the Finance Committee (Joseph Horvath and John Gilda) and Township staff for all their efforts in preparing the budget.

SUBDIVISIONS & LAND DEVELOPMENTS
None

MINUTES
Regular Meeting of October 18, 2010
Motion made by Mr. Horvath and seconded by Mr. Gilda to approve the Regular Meeting minutes of October 18, 2010.

The motion was approved by a vote of 4 to 0.

COMMITTEE REPORTS
None

PROPOSED 2011 TOWNSHIP BUDGET
Mr. Kassel gave a Powerpoint presentation on the proposed 2011 Township budget.  A copy of this presentation is attached hereto, made a part hereof, and identified as Attachment “A”. 

Mr. Kassel said the Township staff and Finance Committee opted to use a conservative projection for 2011 revenues, presenting available revenues as flat for 2011. A tax increase is not being proposed as part of the 2011 budget.  However, a water rate increase is proposed to help fund both capital expenditures and operating expenses relating to the water system. The proposed budget maintains current service levels and no staff reductions are anticipated. Several projects were eliminated to balance the budget.

Amy Johnston, 5615 Susan Road – Ms. Johnston asked that a $10,000 contribution to the Southern Lehigh Community Pool Association be added to the budget.  This contribution would be used to help fund the construction of a new swimming pool at the Southern Lehigh Living Memorial Park.  Ms. Johnston said the Pool Association received over $500,000.00 in pledges from the community to help fund construction of the new pool.

It was the consensus of the Board that the pool project cannot be funded at this time due to budgetary constraints.

Maggie Koller, North Drive - Ms. Koller asked the Board of Supervisors to explain why the request to fund the new pool was rejected and indicated that the lack of commitment from the Township may jeopardize the project. Mr. Horvath responded that the request was denied because this is a tight budget year and unfortunately, the Township had to cut many worthwhile projects to balance the budget.

Steve Annunziato, 3225 N. Bayhill Drive – Mr. Annunziato asked that in the future, the Board provide information on the budget prior to the budget presentation so that residents can provide meaningful input.  Mr. Annunziato indicated that his company has not granted pay increases to its employees for over three years and suggested that the Township do the same in these difficult economic times.  He questioned the need for the proposed water rate increase.

Motion was made and seconded to adopt the tentative 2011 Township Budget and to authorize the Township Manager to advertise the Budget so that final consideration of the Budget can be accomplished at the Board of Supervisors meeting on December 20, 2010.

The motion was approved by a vote of 4 to 0.

ORDINANCES
None

RESOLUTIONS
Resolution No. 2010-33 – Declaration of Township To Reimburse Itself For Capital Expenditures By Incurring Debt
Motion made by Mr. Wagner and seconded by Mr. Gilda to adopt Resolution No. 2010-33 declaring the Township’s intent to reimburse itself for certain capital expenditures by incurring debt, setting forth an estimate of the proposed maximum principal amount of debt, setting forth the nature of the cost of the project, authorizing incidental action and the repeal of prior inconsistent resolutions.

The motion was approved by a vote of 4 to 0.

Mr. Beil reviewed Resolution Nos. 2010-40, 2010-41, 2010-42, 2010-43 and 2010-44 and explained the rationale for appointing Berkheimer Associates as the exclusive tax collector of the Local Services Tax and Earned Income Tax levied by the Township.

Mr. Wagner indicated that he is opposed to private firms collecting public funds contending that there are many avenues for the contractor to violate the public trust.

Resolution No. 2010-40 – Agreement With Berkheimer For The Collection Of Earned Income Tax
Motion made by Mr. Horvath and seconded by Mr. Gilda to adopt Resolution No. 2010-40 approving an agreement with Berkheimer Associates for the collection of the Earned Income Tax levied by the Township.

The motion was approved by a vote of 4 to 0.

Resolution No. 2010-41 – Agreement With Berkheimer For The Collection Of Local Services Tax
Motion made by Mr. Horvath and seconded by Mr. Gilda to adopt Resolution No. 2010-41 approving an agreement with Berkheimer Associates for the collection of the Local Services Tax levied by the Township.

The motion was approved by a vote of 4 to 0.

Resolution No. 2010-42 – Appointment Of Berkheimer As Township Tax Hearing Officer
Motion made by Mr. Horvath and seconded by Mr. Gilda to adopt Resolution No. 2010-42 appointing Berkheimer Associates as Township Tax Hearing Officer.

The motion was approved by a vote of 4 to 0.

Resolution No. 2010-43 – Appointment Of Township Representative Authorized To Receive Tax Records From Berkheimer
Motion made by Mr. Gilda and seconded by Mr. Horvath to adopt Resolution No. 2010-43 appointing the Township Manager as the authorized representative of the Township to make requests upon and receive any and all tax information and records from Berkheimer Associates.

The motion was approved by a vote of 4 to 0.

Resolution No. 2010-44 – Authorization Of Berkheimer To Impose Costs For Collecting Delinquent Taxes
Motion made by Mr. Horvath and seconded by Mr. Gilda to adopt Resolution No. 2010-44 authorizing Berkheimer Associates to impose and retain costs of collection on delinquent taxes.

The motion was approved by a vote of 4 to 0.

QUARTERLY UPDATE ON THE TOWNSHIP WATER SYSTEM – DENNIS HARMAN OF THE PIDCOCK COMPANY
Township Engineer Dennis Harman presented a quarterly update on the Township’s water system. He outlined the accomplishments emphasizing capital improvements made in 2010.

MOTIONS
Award Bid For 2011 Annual Laboratory Services For Water Distribution System and Wastewater Treatment System
Motion made by Mr. Wagner and seconded by Mr. Gilda to award the 2011 Annual Laboratory Services bid to QC Laboratories, Inc. for a total bid price of $21,999.00.

The motion was approved by a vote of 4 to 0.

Award Bid For 2011 Annual Supplemental Repair/Installation Of Gravity Sanitary Sewers and Water Distribution Facilities
Motion made by Mr. Wagner and seconded by Mr. Horvath to award the 2011 Annual Supplemental Repair/Installation of Gravity Sanitary Sewers and Water Distribution Facilities bid to RGC Development LP for a total bid price of $575,285.00.

Mr. Beil explained that the contract with RGC Development is to provide supplemental assistance to the Township and the final amount of the contract is dependent on how often the Township requires assistance.

The motion was approved by a vote of 4 to 0.

Award Bid For 2011 Annual Supplemental Electrical Maintenance
Motion made by Mr. Horvath and seconded by Mr. Wagner to award the 2011 Annual Supplemental Electrical Maintenance bid to Barry J. Hoffman Company, Inc., for a total base bid price of $1,180.00 which includes the following hourly/daily rates: 

• Electrician Rate - $83.00/hr.
• Electrician Helper Rate - $35.00/hr.
• Mobilization/Demobilization - $-0-
• Ditch Witch Trencher - $300.00/day
• Bucket Truck - $40.00/hr.

Mr. Beil explained that the contract with Barry Hoffman Company is to provide supplemental assistance to the Township and the final amount of the contract is dependent on how often the Township requires assistance

The motion was approved by a vote of 4 to 0.

Request For Payment – Imperial Excavating and Paving, LLC – Certification No. 3
Motion made by Mr. Horvath and seconded by Mr. Gilda to authorize payment in the amount of $16,603.20 to Imperial Excavating and Paving, LLC for water system improvements at Stabler Corporate Center, Jared Drive and Main Street.

The motion was approved by a vote of 4 to 0.

Request For Payment – Musser Sewer & Septic, LLC – Certification No. 3
Motion made by Mr. Horvath and seconded by Mr. Gilda to authorize payment in the amount of $6,100.00 to Musser Sewer & Septic, LLC for repairing cracked and/or broken sanitary sewer pipes at various locations throughout the Township.

The motion was approved by a vote of 4 to 0.

Request For Payment – QC Laboratories, Inc. – Certification No. 3 (3rd Quarter)
Motion made by Mr. Wagner and seconded by Mr. Gilda to authorize payment in the amount of $5,442.25 to QC Laboratories, Inc., for annual laboratory testing services for the wastewater treatment and water distribution systems.

The motion was approved by a vote of 4 to 0.

Request For Payment – Harris Gramm Contractors, Inc. – Certification No. 1
Motion made by Mr. Horvath and seconded by Mr. Wagner to authorize payment in the amount of $57,686.97 to Harris Gramm Contractors, Inc., for work completed on the Saucon Rail Trail.

The motion was approved by a vote of 4 to 0.

CORRESPONDENCE AND INFORMATION ITEMS
None

DIRECTION/DISCUSSION ITEMS
None

BILLS, PAYROLL, AND COMMISSIONS
Prepaid Invoice List #11012010 dated 11/12/2010 for $473,573.79
Warrant List #11012010 dated11/12/2010 for $838,247.29

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

The motion was approved by a vote of 4 to 0.

COURTESY OF THE FLOOR
None

ADJOURNMENT
Motion was made by Mr. Horvath and seconded by Mr. Gilda to adjourn the meeting.

The motion carried by a vote of 4 to 0.

______________________
Secretary