PRESENT
President Bollendorf, Vice President Stockton, Councilwoman Anzinger, Councilwoman Benjamin, Councilman Hegele, Councilman Forgeng, Councilman Rich, Mayor Guenst, Manager Zollers, Assistant Borough Secretary Hegele, Secretary DeRenzis, Chief Gardner, Solicitor Kilkenny, Engineer Hyne, and Treasurer Kalnajs.
ABSENT
Fire Marshal Myers was absent.
CALL TO ORDER
President Bollendorf called the January 8, 2018 Committee Meeting to order at 7:02 PM.
Before the meeting’s proceedings, President Bollendorf announced that Council held an executive session before tonight’s meeting to discuss a litigation matter.
PUBLIC SAFETY
FIRE COMPANY EXPENDITURE LIST
Councilman Forgeng stated Council was in receipt of the December 2017 Fire Company Expenditure list in the amount of $11,349.05. This item was moved to the January 22, 2018 Council meeting agenda for approval.
FIRE COMPANY CAPITAL EXPENDITURE LIST
Councilman Forgeng stated Council was in receipt of the December 2017 Fire Company Capital Expenditure list in the amount of $5,000.00. Councilman Forgeng said Fire Chief Jim Anders verified that these expenses were payments for litigation matters. This item was moved to the January 22, 2018 Council Meeting agenda for approval.
POLICE DASH/BODY CAMERAS & SPEED DISPLAY SIGNS
Chief Gardner stated the state passed Senate Bill 560 which amended the Electronic Surveillance Wire Tap Act of Pennsylvania and remediated conflicts in state law that affected the use of police body cameras. He stated that with this Bill now state law, the Borough should consider the purchase of these cameras. Chief Gardner added that the Borough previously discussed the purchase of Police dash cameras and that there are now integrated systems available to allow the communication between dash and body cameras. Chief Gardner stated he received a quote from Watch Guard who is the leading manufacturer of these systems. The equipment is available for purchase via the PA COSTARS program, so the Borough can easily purchase it. Chief Gardner stated he obtained a quote totaling $38,269.00 which includes 4 dash cameras for the primary patrol cars, 8 body cameras, server for the storage of the data, installation, training, and network connectivity for the cameras.
Chief Gardner met with the vendor earlier in the day who informed him that the body camera portion of the purchase is backordered until March, so while he would like to purchase the equipment by the end of January, the system would not be up and running until the Spring.
Chief Gardner added that with this equipment, the station will establishing a comprehensive policy for the cameras. Chief Gardner stated the District Attorney’s office is working on a model state-wide policy that will comply with their needs, prosecutor needs, and state law. He added that he received a sample policy from the Borough’s insurance company, but that he would still like to wait until the District Attorney’s office has released its policy since it will be uniform across the state.
Mayor Guenst asked if the $38,269.00 quote included training for the officers. Chief Gardner replied that this quote is all-inclusive and will have everything that the department needs to be up and running.
Councilman Forgeng asked if there were any maintenance fees associated with the equipment. Chief Gardner stated that there will not be any initial maintenance fees. The Borough has the option to extend the initial one-year warranty for three years, but that this extension does not have to be purchased right away. He added that maintenance costs are congruent with new technology, but there will be nonesuch during the first year.
Councilman Hegele asked if there are any grants available to obtain the equipment or offset the costs. Chief Gardner stated there is a grant available now; however, he would like to use this toward the purchase of Livescan. There is liability reduction money from Delaware Valley Insurance Trust that the Borough can use to offset the costs, but this money is typically only a few thousand dollars a year. He added, grant or not, the cost of these systems outweighs the problems the Borough would incur should they not be in place.
Solicitor Kilkenny stated that numerous municipalities across the county are implementing the same program in a similar manner to the Borough. Chief Gardner confirmed that the majority of police departments that are seeking this equipment are turning to Watch Guard for their equipment since they are the most user friendly and well-built units. He added that the equipment is pre-bid through the COSTARS program which means the purchase will save the Borough time and money since they will not have to repair bid specs.
Mayor Guenst stated that the cost of the equipment may be high, but its implementation will pay for itself in terms of the protection it will provide.
Councilwoman Benjamin asked how long the equipment is expected to last. Chief Gardner replied that the he is hoping the equipment will last 4-7 years. Mayor Guenst added if you break the initial cost down into life of the equipment, it will pay for itself.
President Bollendorf asked if our IT company would be able to provide support for the new camera system. Chief Gardner replied that the data from the cameras will be stored on a separate server in the Police Station that will be accessible via their internal network.
Councilwoman Benjamin asked if there was a tentative date available for when the District Attorneys will have their policy finalized. Chief Gardner stated that the policy is expected to be finalized in February. Councilwoman Benjamin asked what would happen if there is a delay in the policy. Chief Gardner stated he has sample policies that he can implement; however, it would be better to adopt the DA’s policy as it would be a liability reduction for the borough and will allow the camera evidence to be used in prosecution in the best way possible.
Chief Gardner then proposed the purchase of a speed display sign that utilizes radar to display the motorist’s speed. He stated that Hatboro, like other communities, is not immune to speeding complaints. The department currently has an older speed trailer, but the newer speed display signs have the ability to record data that the department can use to see what speed violations are occurring. He added that the department’s goal is to achieve compliance with the posted speed limits throughout the Borough and that any type of reinforcement will help.
Councilwoman Anzinger asked if Chief Gardner had any ideas of where the sign will be placed. Chief Gardner stated that he can place the sign on any street and would utilize the sign in areas that the department has crash data that indicates a speed problem. He added that the department receives speeding complaints for every street in Hatboro and that other chiefs in the area agree that the placement of the signs creates awareness and successfully attracts the drivers’ attention.
Councilwoman Benjamin suggested Horsham Road as a possible location. Chief Gardner agreed, adding Warminster R., York Rd. (North and South), and Jacksonville Rd. would make great locations as well.
President Bollendorf stated that the data would be useful for the department to utilize. Chief Gardner agreed and stated that he eventually would like to obtain both a unit with a display sign and a unit without a display. Having both units would allow the department to collect the most accurate data since the sign with the display might cause drivers to slow down when they see it. Chief Gardner stated that when the Department receives a speeding complaint, they perform a traffic study in which they obtain the volumes of traffic and the speed of the vehicles in order to determine whether or not the complaint is speed or volume related.
Councilwoman Anzinger asked if Chief Gardner obtained the costs for the speed sign. Chief Gardner stated that the cost of the speed sign with the display would be $4,665.00 and that the unit without the display would be about half of that amount. He stated that the department currently uses the older pneumatic tube system for studies, but the tubes are also often ripped off the ground and damaged which destroys an entire study.
Vice President Stockton asked if there was any incentive to purchase both speed sign units at once. Chief Gardner stated there was no special pricing if both units were bought at once.
Councilwoman Anzinger asked if Chief Gardner had a desired timeframe in which the purchase should be made. He replied that he would like to purchase the sign as soon as it is approved by Council.
Councilwoman Benjamin asked how long the speed sign equipment is expected to last. Chief Gardner stated that the speed equipment that the department currently uses is around 10 years old and still works other than the hoses having holes in them. Councilwoman Benjamin then asked if the equipment has a warranty. Chief Gardner stated that the signs have a warranty and also come with tech service for the first year that allows the officers to obtain real-time speed data from their phones. To have this extended past the first year, the cost would be $1,500 per year. He added while 80% of the company’s clients opt for that service to keep the software up to date, the department does not necessarily need it.
President Bollendorf asked if the officers would be able to view traffic live through the camera. Chief Gardner stated that you cannot watch the camera live. The camera will take a photo of a vehicle should it register at a high speed, but that this photo is not used for enforcement purposes. He stated that this photo data will help the department determine if there are repeat offenders of the speed limits at given times of day.
Councilwoman Anzinger asked if the department has adequate servers to house the data that will be collected from the body cameras and the speed signs or if they would need cloud storage as well. Chief Gardner replied that it would be more cost effective and secure to use a server as opposed to cloud storage. He added that the server will have 12 TB of storage and that the department will have a 90 day retention period unless the data contains something discoverable like an arrest. He added that the speed sign data will not take up space on the server.
Councilman Hegele asked if the department would still be using the speed trailer. Chief Gardner said the department could still use the trailer or they could sell it on Municibid if they no longer have the need for it.
Councilman Forgeng asked if the speed sign equipment works well at getting motorists to obey limits. Chief Gardner stated that yes, the speed trailer and display signs work well.
With no questions from the public, this item was moved to the January 22, 2018 Council Meeting Agenda for consideration.
ASSISTANT FIRE MARSHAL APPOINTMENT
Councilman Forgeng stated that Council was in receipt of an application from Matt Hauser for the position of Assistant Fire Marshal. Mr. Hauser would be appointed to the position to aid Fire Marshal Erick Myers and Deputy Fire Marshal Jim Anders. Councilman Forgeng stated that Mr. Hauser looks more than qualified for the position and asked if this was a paid position. Manager Zollers stated that this would be a paid-as-needed position should Mr. Hauser help with inspections.
This item was moved to the January 22, 2018 Council Meeting Agenda for approval.
ALEIS DATA CONVERSION
Councilman Forgeng stated Council was in receipt of a memo from the Montgomery County Commissioners Office regarding the ALEIS Data Conversion. Chief Gardner stated that Montgomery County recently purchased a record management system that they are offering municipalities to join. The Chief stated that this new ALEIS system has much more capabilities and power than the department’s current system, Informant. He stated Montgomery County is asking interested municipalities to opt-in before January 31, 2018 and that he already submitted a letter of intent in 2017. Chief Gardner stated that Montgomery County will cover the cost of the data conversion from Informant to ALEIS. This move to ALEIS will also include a barcoding system for evidence and 2 E-Citation units for patrol cars. Chief Gardner stated that the Department currently pays $5,000 a year for Informant and had already paid the licensing fees for 2018 in December; however, Montgomery County will be covering the annual ALEIS user licensing fees for 2018 and 2019. After 2019, the department will pay $3,000 a year for the annual ALEIS licensing fees which is less than it has been paying. He added that the ALEIS system is cloud based and the department would no longer need the robust server at the station. Chief Gardner stated that the department will be able to upload video evidence directly to the cloud server and this evidence will be accessible by the District Attorney’s office making prosecutions much more efficient. Chief Gardner stated that there will also be a legal agreement involved with the adoption of this RMS.
Councilwoman Benjamin asked if this new record management system will make it easier to communicate with other police departments. Chief Gardner stated that yes, this new RMS has a crime mapping feature that will allow the department to easily access other departments’ data.
This item was moved to the January 22, 2018 Council meeting agenda for approval.
FINANCE/GRANTS
Councilman Rich stated that the Borough has numerous projects in 2018 that will require additional funding. Borough Council has requested staff to prepare a letter to the Borough Authority requesting their financial support. The first project is the for the Public Works Facility renovations in which the Borough is requesting $100,000. These renovations will include an expansion of the building to add a bathroom and install more showers.
The second project is the replacement of windows in the Loller Building. Councilman Rich added that only certain materials can be used in the replacement of the windows because the building is historic. As a result, Council is requesting $330,000 from the Authority. The third project is the Jacksonville Road Traffic Signal Update. Councilman Rich stated that since this is a grant with a 20% match and there are funds available from the Stoveworks project, the Borough does not have an exact figure; however, they will have a final amount for the January 22nd Council meeting.
Councilman Hegele asked where the $330,000 figure for the Loller Building window replacement was derived. Manager Zollers stated that this amount was calculated in the construction estimate from the project engineer. Councilman Hegele asked what type of windows are being used. Manager Zollers stated that the new windows will be made of mahogany wood with insulated glass so that they will maintain the historic appearance of the building, but provide more insulation than the current windows. Manager Zollers added that this window replacement will also benefit the building’s design of the new HVAC system. Councilman Hegele asked for the status of the Loller HVAC system project bidding. Manager Zollers stated that Council only authorized the design of the project and that the design will have to be altered to accommodate the new windows. Manager Zollers stated the new windows could allow for a smaller boiler and save the Borough money in the long run in terms of how hard the system works to heat the building.
President Bollendorf asked how many windows will be replaced in total. Manager Zollers replied that he did not know offhand how many will be replaced. Councilman Hegele asked if the windows will be replaced before the HVAC system. Manager Zollers stated that the project will be out for bid at the same time since they affect one another.
Councilwoman Anzinger asked if the Borough received a final estimate of the scope of work for the project. Manager Zollers stated that he is expected to have the final figure by the January 22nd Council meeting.
Councilman Stockton stated that after touring Borough Hall and seeing the condition of the windows, he believes that the renovation work is overdue and that he supports moving forward with the project,
Mr. Ed Henry of 238 Bonair Ave. asked if this money will be borrowed from the Authority. President Bollendorf replied that Council is asking the Authority for full funding for the projects as opposed to giving the Borough a loan. Mr. Henry asked what will happen if the Authority refuses to fund the projects. President Bollendorf replied that Council will then make a decision on how the will proceed.
This item was moved to the January 22, 2018 Council Meeting agenda for approval.
DIGITAL OUTREACH
President Bollendorf introduced the new Digital Outreach Committee that has been established. Vice President Stockton explained that this committee was designed with the importance of digital outreach in mind. He added that digital outreach is extremely cost effective in terms of getting information to residents. Vice President Stockton stated that the committee’s projects will include the broadcasting of Borough meetings, keeping the Borough active on social media to better keep residents informed, and upgrading the Borough’s website. He added that these website updates will include updating information, increasing the site’s accessibility on different devices, and adding integrated applications for digital permit processing. He stated that this committee will be open to residents to serve and that they can submit a letter of interest to Borough Hall.
Councilman Hegele asked how many residents they are looking to add to the committee. Vice President Stockton stated they are looking for 2 or 3 residents to join as this will be enough to obtain sufficient feedback.
PUBLIC WORKS
Councilman Hegele stated he had nothing for this evening’s meeting.
President Bollendorf took the time to acknowledge the Public Works Department’s hard work during the town’s recent snow storm as they not only safely cleared roadways, but managed to collect trash as well.
Mayor Guenst stated that their efforts are truly incredible and that they also did a fantastic job salting the roadways before the night’s proceedings.
FACILITIES AND ENVIRONMENTAL CONCERNS
Councilwoman Anzinger stated that the EPA will be attending a meeting in February to give an update on the Superfund Site. She added that Council will be opening this committee up to the public and that they already have one resident that has expressed interest. She stated that interested parties should submit an application and a letter of interest to Council.
DOWNTOWN DEVELOPMENT
President Bollendorf stated that this is another new committee established by new Council. Councilwoman Benjamin stated that the objective of this committee is to begin bringing local businesses, residents and Council together through the business community and various community events. She added that the committee will aim to facilitate communication within the community and will include both resident and business representatives. She stated that the committee will also be getting the Chamber of Commerce and civic associations such as the Rotary club and Lion’s club to better plan events in the community and work together as a group. She added that Council will aim to observe any obstacles and offer solutions.
President Bollendorf asked if staff could place information on the website regarding how residents can apply for the new committees. Assistant Secretary Hegele stated that there is already information requesting volunteers and information on how to apply on the Borough website. She stated that she also has a list of people who have recently contacted her asking how they can get involved in the community.
ADMINISTRATION
2018 COUNCIL MEETING SCHEDULE
Councilman Rich stated that Council has finalized the 2018 Council meeting Schedule. He stated that all council meetings will begin at 7 PM in Borough Hall
This item was moved to the January 22, 2018 Council Meeting Agenda for approval.
HATBORO STATION/STATION PARK ESCROW RELEASE #3
Councilman Rich stated that Council was in receipt of a letter from Engineer Dougherty of Gilmore & Associates recommending an escrow release for the Hatboro Station project in the amount of $150,721.50 for completion of agreed-upon improvements.
This item was moved to the January 22, 2018 Council Meeting Agenda for approval.
STEERING COMMITTEE APPOINTMENTS
Councilman Hegele asked what had to be done regarding the appointments to the Steering Committee. Assistant Secretary Hegele stated that Council will need to appoint their two representatives for the Comprehensive Plan and the Open Space plan. President Bollendorf stated that Council would like to appoint Vice President Stockton and Councilwoman Anzinger as Council’s representatives in the Committee.
Mayor Guenst asked what these representatives will be doing in relation to the committee. Vice President Stockton stated that this plan is primarily run through Montgomery County; however, the committee would like a conduit to Council to help make decisions and implement policy to help move forward with the 2040 comprehensive plan.
This item was moved to the January 22, 2018 Council Meeting Agenda for approval.
BOARDS & COMMISSIONS APPOINTMENTS
Councilman Rich stated that Council is in receipt of a list of expired terms for the Borough’s Boards and Commissions. Councilman Rich stated that the Borough Authority has a vacancy for a 5 year term, the Shade Tree Committee has a vacancy for a term ending in 2019, the Historical Commission has vacancy for a one-year term, and the Fire Board has a vacancy for a term ending in 2019. He added that the Borough is also seeking an Auditor.
This item was moved to the January 22, 2018 Council Meeting Agenda for approval.
PUBLIC COMMENT
Mr. Ed Henry of 238 Bonair Ave. asked when the next Zoning Hearing Board Meeting for the Wawa hearing will be taking place. Councilwoman Anzinger stated that the next hearing will be taking place on Thursday, January 11, 2018 in Borough Hall.
Mr. Henry also commended Public Works for their work clearing the snow after the snow storm, but mentioned that property owners on South Penn Street, specifically in front of the train station, did not clear their sidewalks. As a result, pedestrians are being forced to walk in the street which is a safety concern. Manager Zollers stated that he will contact the property owners and have them clear the sidewalks immediately. Manager Zollers added that if anyone sees a problem regarding snow removal or lack thereof to contact Borough Hall and the Borough will take care of the issues.
ADJOURNMENT
The January 8, 2018 Committee Meeting of Borough Council was adjourned at 7:43 PM.
Respectfully submitted,
Diane C. Hegele
Assistant Borough Secretary
Transcribed by Secretary DeRenzis