April 10, 2023 Committee Meeting Minutes

PRESENT – Vice President Stockton, Councilwoman McMenamin, Councilwoman Reichner, Councilwoman Jacobus, Councilman Myers, Councilwoman Shay, Mayor Schultz, Manager Hegele, Assistant Secretary DeRenzis, Solicitor Geiser, Engineer Goff, and Treasurer Smith were present.

ABSENT – President Bollendorf was excused.

CALL TO ORDER – Vice President Stockton called the April 10, 2023, Committee Meeting to order at 7:00 P.M.

PLEDGE OF ALLEGIANCE – Deputy Chief Ruegg led the Pledge of Allegiance.

MEETING NOTES – Vice President Stockton reviewed the Public Comment Policy on the back of the agenda with regards to addressing Council and time allotment.

PUBLIC COMMENT – Kelly A’Harrah, 145 W. Lehman Avenue, stated that she is concerned about pedestrian safety during the Moreland Avenue Bridge Project. Vice President Stockton asked the Public Safety Committee to make a note of the concern and address when we get closer to the start date of the project. Ron Battis, 320 w. Moreland Avenue, stated that he asked the gentleman from the County if pedestrian bridges were going to be used and was told no, but Mr. Battis stated he has seen them used and there is a lot of foot traffic in the area and thinks it would be a good idea for safety reasons. Vice President Stockton stated that they will look into this.

NEW BUSINESS
Public Safety Committee

  • ENTERPRISE FIRE COMPANY EXPENDITURE LIST – Councilwoman Jacobus stated included in your packet is a copy of the Fire Company Expenditure List for the month of March 2023 in the amount of $17,769.16. This item was moved to the April 24, Council meeting agenda for approval.
  • POLICE HIRING AND PROMOTION UPDATE – Councilwoman Jacobus stated please be advised that our police officer candidate, to fill a vacancy in the department, accepted the conditional offer of employment. She stated over the next two weeks the candidate will undergo a psychological exam and physical exam and provided that these examinations are successfully completed, and the professionals deem the candidate fit to serve as a police officer, we anticipate the candidate will be ready for appointment and swearing in on April 24, 2023, at the Council Meeting. Chief Gardner will give another memo with the candidate’s name and background information prior to the meeting. She also stated as for the promotional examinations to sergeant, the Civil Service testing is expected to be completed on April 18, 2023, and following that, the Civil Service Commission will certify the list of eligibles, and the Chief will provide the Council with a recommendation for promotions.
  • DRUG TAKE BACK EVENT – Councilwoman Jacobus stated sponsored by the Montgomery County District Attorney’s Office and the Police Chiefs Association of Montgomery County, the Hatboro Police Department will again participate in the countywide prescription drug take back event on Saturday, April 22, 2023, from 10AM – 2PM. She stated persons may stop by the Hatboro Police Administration Building, 120 E Montgomery Avenue, Hatboro and drop off for secure and safe disposal any unwanted, unused, or expired medications. For those unable to make it on April 22, 2023, our police headquarters lobby is equipped with a secure drop box and persons may stop by 24/7 to drop off.
  • WARMINSTER ROAD BRIDGE UPDATE – Councilwoman Jacobus stated PennDOT began work on the Warminster Roa Bridge on April 3, 2023, and since the Bridge Closure, the Borough has been experiencing higher volumes of traffic, especially on side streets. Manager Hegele has reached out to PennDOT and their contractor regarding traffic issues in hopes they can update detour signage to avoid future issues. She stated the Borough expects traffic to calm down within the next few weeks as motorists find alternate routes around the bridge closure. Residents who witness speeding, traffic violations, etc. are encouraged to report these issues to the Hatboro Police Department so officers can look out for these matters. The bridge is still expected to stay closed until October 2023.
  • MORELAND AVENUE BRIDGE UPDATE – Councilwoman Jacobus stated following the presentation given by Montgomery County at the March Committee Meeting, Manager Hegele executed all necessary easement paperwork for the Moreland Avenue Bridge Project and this project is scheduled for Late Summer/Early Fall 2023 and is expected to last until November 2024.

Finance/Grants Committee

  • UNION LIBRARY EXPENDITURE LIST – Vice President Stockton stated the Union Library has not yet submitted an expenditure list for April. We left this item as a placeholder in case the Union Library submits a request for this month. This item was moved to the April 24, 2023, Council meeting agenda for approval.
  • WILLIAMS LANE AND SUMMIT AVENUE PROJECT UPDATE – Engineer Goff stated will be bid both projects along with the Meadowbrook Flasher Project in order to save money and will be put out to bid once reviews are completed.
  • MEADOWBROOK FLASHER PROJECT UPDATE – Engineer Goff stated funded by a County Grant, met with the property owner to discuss the easement for this project and revisions were made and are being reviewed and once reviewed will be put out to bid.
  • QUARTER 1 BUDGET UPDATE – Manager Hegele gave an update on the 1st quarter budget and reported that we are under Budget for the 1st quarter.
  • QUARTER 1 CLAIMS UPDATE – Vice President Stockton stated included in your packet is a copy of the Quarter 1 claims update for 2023. The most notable update on this report is that the Borough’s insurance company was finally able to close out the large accident that took place at the intersection of York and Byberry at the end of 2021. As always, Staff and the Borough’s Insurance Company work diligently to resolve claims as they arise.
  • GRANTS UPDATE – Vice President Stockton stated Borough Staff is working diligently on active grants to assure all reimbursements are submitted in a timely fashion. Below is an update on active grants:
    • FEMA/PEMA (Hurricane Ida): Staff submitted all required information to FEMA/PEMA to close out this grant. The Borough received $97,296.83 in funds back for this disaster. To date, $88,030.48 has been transferred to the Borough and the remaining $9,266.35 will be issued to the Borough by the State once PEMA completes their close-out documents.
    • FEMA/PEMA (Covid-19): Staff submitted all required information to FEMA/PEMA to close out this grant. The Borough received $18,436.53 in funds back for this disaster. To date, $18,436.53 has been transferred to the Borough. PEMA will be working on closeout documents and sending that information to the Borough.
    • Borough Hall HVAC Project: On the April 10th Committee Agenda are three final payments to the contractors for the Borough Hall Project. Once these payments are made and checks are cleared, staff will work with the office of the budget on the $250,000 reimbursement and close out documents.
    • Miller Meadow Phase 2: RVE is working on permitting for Phase 2 of the Miller Meadow Project. The Borough is able to request an advance in grant funds to help pay for construction when the time comes. We have the necessary paperwork for this in-hand should Council wish to pursue this option when bidding and construction begin.
    • Montco 2040 (Hatboro Station Trail): Staff is working with Montgomery County to receive reimbursements for the payments to Lenni Electric for the Hatboro Station Trail Project. As a part of this grant, the County covers 80% of the payments.
    • Keystone Communities (Cressbrook Upgrades): The Borough submitted $29,696 in reimbursement requests to DCED and has received $29,696 back to date. The Borough received the necessary cancelled checks for the Chimney Work and PECO gas main on April 6th and will be submitting those for reimbursement as well.
    • DCNR Pennypack Purchase: Staff is working with an appraiser to conduct the required technical appraisal review needed by DCNR. Once this is performed, the Borough will be able to receive the $204,200 reimbursement from DCNR.
    • Summit and Williams Flashers: Staff has compiled engineering costs for these grants as they are eligible for reimbursement. Staff cannot submit these costs for reimbursement until the bid documents are finalized. As soon as the bid documents are finalized, staff will be able to submit these costs.
    • York Road Sidewalk Upgrades: Engineer Goff met with PennDOT earlier in March to discuss plans for the York Road Sidewalk Improvements that will take place between Summit and Madison. Staff will need to wait for construction to begin to submit for reimbursement of funds.
    • Meadowbrook and Jacksonville Flashers: Engineer Goff met with Jacksonville Green to discuss the location of the flasher last week. Once the easement for the flasher is signed, bid documents can be finalized and construction can begin. Staff will need to wait for construction to take place in order to submit for reimbursement.
    • Memorial Park Streambank Restoration: RVE is working on finalizing permitting for this project. Once permitting is completed, the bid process will be completed, and construction can begin. At that point, staff will be able to submit for reimbursement.
  • MONTCO 2040 GRANT RESOLUTION – Vice President Stockton stated included in your packet is a resolution from Engineer Goff that is required for the Montco 2040 Grant Application for the Miller Meadow/Cressbrook Bridge. This resolution certifies that Council authorized the application and memorializes that the Borough will commit at least a 20% match to the project. This resolution will need to be approved by Council at the April 24, 2023, meeting so the County has it on file with the Borough’s application. This item was moved to the April 24, 2023, Council meeting agenda for approval.
  • BOROUGH HALL ELECTRICAL CONTRACT – FINAL PAYMENT – Vice President Stockton stated Engineer Goff has not yet received this request from the Borough Hall Contractor; however, asked that we put this as a placeholder on the agenda. If a request is received, this will be placed under new business at the April 24, 2023, voting meeting.
  • BOROUGH HALL MECHANICAL CONTRACT – FINAL PAYMENT – Vice President Stockton stated Engineer Goff has not yet received this request from the Borough Hall Contractor; however, asked that we put this as a placeholder on the agenda. If a request is received, this will be placed under new business at the April 24, 2023, voting meeting.
  • BOROUGH HALL FIRE SUPPRESSION CONTRACT – FINAL PAYMENT – Vice President Stockton stated Engineer Goff has not yet received this request from the Borough Hall Contractor; however, asked that we put this as a placeholder on the agenda. If a request is received, this will be placed under new business at the April 24, 2023, voting meeting.
  • WAWA LINE OF CREDIT RELEASE #3– Vice President Stockton stated Engineer Goff requested that we place this item on the agenda as a placeholder. He also stated she expects to receive the payment request prior to the April 24, 2023, voting meeting.\
  • CDBG APLICATION – STORMWATER PROJECT – Vice President Stockton stated at the February Meeting, Council authorized an application to the CDBG program for a stormwater project. As you are aware, the only match requirement the Borough has for this grant is engineering fees for the project. Staff and Engineer Goff are looking for suggestions for this application. Various ideas are below: Stormwater Improvements at Pennypack Property
  • FLOOD MITIGATION PROGRAM GRANT – Vice President Stockton stated DCED has opened applications for the Flood Mitigation Program Grant. This grant program awards projects up to $500,000 and has a match requirement of 15% of the total project cost. This grant program awards projects that target flood mitigation including construction of flood control projects, debris removal, installation of security measures, permit fees, etc. Possible Projects for this program include: Riparian Buffer at Pennypack, Riparian Buffer work at Eaton Park (part of the stream not worked on during the previous grant) He also stated we are asking Council to discuss these ideas and any other suggestions you may have during the meeting. If Council would like to apply for this grant program, you will need to authorize Staff and Engineer Goff to apply for the project at the April 24, 2023, meeting. Will wait to get an estimate of cost by the Council Meeting. This item was moved to the April 24, 2023, Council meeting agenda for approval.
  • GREENWAYS, TRAILS, AND RECREATION GRANT – Vice President Stockton stated DCED has opened applications for the Greenways, Trails, and Recreation Program Grant. This grant awards projects up to $250,000 and requires a match of 15% of the total project cost. This program awards projects that improve public parks and recreation areas and install or improve trails. Possible projects for this grant include: Installation of an ADA bridge at Memorial Park, Construction of ADA trails throughout Memorial Park. He stated we are asking Council to discuss these ideas and any other suggestions you may have during the meeting. If Council would like to apply for this grant program, you will need to authorize Staff and Engineer Goff to apply for the project at the April 24, 2023, meeting. This item was moved to the April 24, 2023, Council meeting agenda for approval.
  • WATERSHED RESTORATION AND PROTECTION GRANT – Vice President Stockton stated DCED has opened applications for the Watershed Restoration and Protection Program Grant. This grant awards projects up to $300,000 and requires a match of 15% of the total project cost. This program awards projects that implement runoff control or runoff reduction of BMPs, improve stream quality, restore streambanks, repair watersheds, and monitor water quality. Possible Projects for this grant include: Riparian Buffer at Pennypack, Riparian Buffer at Eaton (area that was not previously affected by the prior improvements) We are asking Council to discuss these ideas and any other suggestions you may have during the meeting. If Council would like to apply for this grant program, you will need to authorize Staff and Engineer Goff to apply for the project at the April 24, 2023, meeting. It was decided we will wait until we get an idea of the cost as there is a match for this grant.

Community Outreach & Events Committee

  • BUSINESS SPOTLIGHT – MR. WISH – Councilwoman Reichner announced Mr. Wish as the spotlight and their Grand Opening is April 22, 2023, at 10 A.M.
  • NEW BUSINESS – Councilwoman Reichner stated Councilwoman Reichner announced Mr. Wish as the spotlight and their Grand Opening is April 22, 2023, at 10 A.M.
  • UPCOMING EVENTS – Councilwoman Reichner announced the upcoming events.
  • FRIENDS OF CRESSBROOK UPDATE – Councilwoman Reichner stated The Friends of Cressbrook Organization met on Tuesday, April 4, 2023. The board discussed their upcoming Cressbrook Cookout event.
  • COFFEE WITH COUNCIL/MANAGER UPDATE – Councilwoman Reichner stated the Borough will be hosting the first Coffee with Council/Manager Event on May 3, 2023, at 6 PM. This event will give attendees the opportunity to interact with members of Council and the Borough Manager in an informal setting. Please note, due to sunshine laws, there will only be three members of Council present at the event. All Councilmembers are reachable via email. Email addresses can be found on http://www.myhatboro.org.
  • KAT HALL WIFFLE BALL EVENT REQUEST – Councilwoman Reichner stated included in your packet is a special event request submitted by the Kat Hall Wiffle Ball Organization for their annual event on September 3, 2023, at the Little League Field. This item was moved to the April 24, 2023, Council meeting agenda for approval.

Public Works Committee

  • There were no updates this evening for this committee.

Facilities

  • FACILITIES UPDATE – Councilwoman Shay stated the Pennypack Facilities Committee is working diligently on the upcoming Bingo and Sip N Shop Events and all proceeds from these events will benefit future improvements to the Pennypack Facility.
  • LOLLER UPDATE – Councilwoman Shay stated Public Works has been painting Borough Hall and new carpet is being installed within the next few weeks. We are hoping to resume Public Meetings in Borough Hall in May and will keep the public updated as we get closer.

Environmental Affairs & Parks Committee

  • EAC UPDATE – Councilman Myers stated the EAC met on April 3rd and discussed their upcoming Earth Day Event and will meet again on May 1, 2023.
  • URBAN FARMING GRANT UPDATE – Councilman Myers stated the Borough is happy to announce the receipt of $2,100 in Urban Farming Grant Funds from the Commonwealth. These funds will be used for the installation of community garden beds at Pennypack. The Commonwealth is finalizing the grant agreement and will be sending the signed version to the Borough within the next few weeks. Once this is done, the project can begin.
  • PENNYPACK STEERING COMMITTEE UPDATE – Councilman Myers stated the Pennypack Steering Committee is working on rereleasing the public survey. Posters and lawn signs are being ordered to assist in public outreach and to gain more responses. The Borough is also looking to work with Montgomery County to assist in the planning process.
  • EARTH DAY UPDATE – Councilman Myers stated the EAC will be holding their annual Earth Day Event on Saturday, April 22, 2023, from 10 AM to 2 PM and this year’s event is bigger and better than years’ previous. Come out to participate in activities, learn about how to better the environment, and more.
  • TREE TENDERS UPDATE – Councilman Myers stated the tree tenders continue to check in on the newly planted trees and report they are doing well. He also stated they will be moving one tree in Eaton Park to a new and closer location near the pavilion.
  • ADA PLAYGROUND UPDATE – Councilman Myers stated the Borough is working with HUD to finalize the grant agreement for the ADA/Accessible Playground and now that the playground is moved back to Memorial Park, the Borough engineer is looking for a location to place the playground in the park. He stated once this location is determined and the grant agreement is finalized, the Borough will work with the playground equipment company to order the equipment and begin placement of the playground.
  • DCNR LAWN TO MEADOW RESIDENT ZOOM MEETING (4-26-23)– Councilman Myers stated he and DCNR will be holding a special Zoom Meeting on Wednesday, April 26, 2023, and this meeting will discuss the Lawn to Meadow projects discussed at the March 27, 2023, meeting and will allow the public to provide input and feedback on these projects. Please stay tuned for an exact time and zoom login information.
  • PRPS TICKET SALES – Councilman Myers stated the Pennsylvania Recreation and Park Society announced their 2023 Ticket Sale Program and there are multiple ways that the Borough can participate in the program this year: Consignment, Print-On-Demand, and Print at Home. He stated included in your packets is a copy of the summer ticket sales program, tickets that are available, and a copy of the order form. If Borough Council would like to participate in this program, we are asking them to decide which program(s) you would like to participate in and after Council discusses, staff will reach out to PRPS and begin advertising tickets. Ron Battis, 320 W. Moreland Avenue, asked why 3 trees were moved and Engineer Goff stated they were moved because they were placed too close to underground utilities because once they grow the roots can interfere. Kelly A’Harrah, 145 W. Lehman Avenue, asked if the Lawn to Meadow was residential or Commercial and Councilman Myers stated that it is both and there will be a presentation.

Administration Committee

  • MEETING ANNOUNCEMENTS – Councilwoman McMenamin announced the upcoming meetings for the next month.
  • JUNIOR COUNCILPERSON DISCUSSION – Councilwoman McMenamin stated included in your packet is information on PSAB’s Junior Council Program and this rewarding program allows High School or College Age residents of the Borough to participate in the workings of their local government. She stated we are asking Council to review this information and discuss whether you would like to seek a Junior Councilperson. If Council would like to participate in this program, a resolution will be placed on the April 24, 2023, voting meeting agenda memorializing Council’s participation in the program. After the resolution is passed and sent to PSAB, the Borough will be able to contact Hatboro Horsham High School to see if anyone would like to participate. This item was moved to the April 24, 2023, Council meeting agenda for approval.
  • PSAB VOTING DELEGATE DISCUSSION – Councilwoman McMenamin stated each year the Pennsylvania State Association of Boroughs holds an annual conference to update Boroughs on recent legislation, programs, and opportunities and gives Boroughs the opportunity to vote on officers of the organization and resolutions/policies of the organization. As a result, a voting delegate for the Borough must be established. Manager Hegele is attending the conference this year and could serve as the voting delegate for the Borough. She also stated that Council will need to appoint a voting delegate at the April 24, 2023, meeting so this information can be submitted to PSAB prior to the deadline. This item was moved to the April 24, 2023, Council meeting agenda for approval.

OLD BUSINESS AND UPDATES – There was no old business or updates.

PUBLIC COMMENT –
Ron Battis, 320 W. Moreland Avenue, stated years ago he brought up the use of too many abbreviations and no one knows what they mean so he asked if the Borough could not use abbreviations in the agenda.
Tom Gormley, 519 Continental Road, stated he brought up last meeting that he doesn’t like the fact that his refuse fee went up for his rental and doesn’t think it’s fair. Councilwoman McMenamin stated that during budget season, it was something Council did not want to do but had to as we were working in a deficit. She also stated that at the last meeting they suggested he attend the budget workshop in November for next year because that is when those decisions are made, and they can’t do anything about this year as the rate was already set for 2023 and so there is not a lot they can do in the middle of the year. Solicitor Geiser stated they are currently looking into what the Borough’s options are regarding trash collection and rental properties. Councilwoman McMenamin stated that Council has to make a lot of decisions and some of those are ones they don’t want to make but have to and didn’t appreciate his assumption that Council doesn’t care. She also suggested Mr. Gormley refer to meeting minutes to see how and why they made the decision to raise the refuse fee along with taxes and are working on a solution to try to lessen the burden. Vice President Stockton stated instead of going back and forth, Council has heard his comment and would be happy to discuss it further outside of the meeting.

ADJOURNMENT – Vice President Stockton adjourned the April 10, 2023, Committee Meeting at 7:57 P.M.
Respectfully Submitted by:

Diane C. Hegele, Borough Manager/Zoning Officer
Transcribed by Cindy Bollendorf