Borough Council Meeting Minutes
 January 14, 2013

Vice President Jacob Schindel called the meeting to order at 7:00 PM with the following Councilors present:  Mr. John Butterfield, Mrs. Susan Naugle, Mrs. Claire Lewis, Mr. Graham Weaver, Ms. Rebecca Brown, and Mr. Charles Teague.  President Michael Birkner participated in the meeting via telecommunications/Skype. Mr. Kyle Leinbach was absent.  Staff present included Mayor William Troxell, Manager Florence Ford, Borough Secretary Sara Stull, Solicitor Harold Eastman, Chief Joseph Dougherty, Planning Director Scott Dellett and Public Works Director Dan Hilliard.

Others present included:  Steve Toddes, Cumberland Township Supervisor; Darlene Brown PICPI-ACHA and Kathy Gilbert, Gettysburg Day Spa.

Representing the press were Jess Haines of the Gettysburg Times, and Amy Stansbury representing the Evening Sun.

Mr. Butterfield requested the inclusion of Section 703(a)(1) to the executive session for the purpose of discussing Borough employees.

Moved Mr. Butterfield, seconded Mr. Weaver to add Section 703(a)(1) to the executive session for the purpose of discussing Borough employees.  Motion carried unanimously.

Vice President Schindel announced that the Gettysburg Borough Council conducted an executive session immediately following the adjournment of its regular meeting held on December 10, 2012 consistent with Section 708(a)(1) of the Sunshine Act.  The Borough Council will conduct an executive session immediately prior to the adjournment of this meeting consistent with Sections 703(a)(1) and 708(a)(3) of the Sunshine Act for the purposes of discussing Borough employees and receiving information and considering the possible purchase, sale or lease of real property of the Borough of Gettysburg.

Moved Mrs. Naugle, seconded Mrs. Brown to approve the agenda as presented.  Motion carried unanimously.

Moved Mr. Butterfield, seconded Mrs. Lewis to approve the minutes of December 10, 2012 after amending page 7 to add Council approval to proceed with Bike Week handout as presented by Mr. Teague.  Motion carried unanimously.

There was no public Comment.

Mayor Troxell announced the Adams County Boroughs Association meeting is scheduled for Monday, January 21, 2013 at 6:15.  If anyone is interested in attending should contact Sara Stull.

Mr. Schindel announced the Finance Committee was rescheduled to January 17^th at 3:00 pm due to the January 21^st holiday.

Moved Mrs. Lewis, seconded Mr. Butterfield to approve all bills and payrolls for the month as presented.  Motion carried unanimously.

Moved Mrs. Lewis, seconded Mr. Butterfield to authorize COLA increase for retired police pensioner Dennis Wright to be paid from the Police Pension fund effective December 1, 2012.  Motion carried unanimously.

Ms. Brown asked for an explanation of the invoice payable to the Commonwealth of PA for $17,521.78.  She expressed concern that this amount is being paid out of the general fund.  Manager Ford answered it was for a PIB loan for the Steinwehr Avenue Phase I project that was to be paid from the liquid fuels account.  Unfortunately it wasn’t completed properly and must be paid from the general fund.  Ms. Brown asked if this is a monthly bill.  Manager Ford responded it is paid annually.  She said she continues to work with representatives to see if we can get any relief from this bill.

Mr. Teague asked for an explanation regarding the $261,000.00 deficit projected in the Strategic Planning document presented by The Civic Research Alliance as shown on page 3 of the Treasurer’s report.  He noted his copy of the report shows $170,000.00.  Manager Ford said her understanding is that they projected it at $261,000.00 and we are presently at $326,000.00 level.  Part of this should be repaid through tax money found, noting $48,000.00 of un-cashed checks were discovered with CENTAX.  She expects this number to continue to shrink as CENTAX discrepancies are discovered.  Manager Ford will follow up and report back to Council.

Mr. Teague said he would have been more alarmed had this been in the report would have effected the budget deliberations.

Mrs. Naugle suggests the Finance Committee take a detailed review of this so that corrections could be made throughout the year instead of waiting till the end of the year.  She asked that Council get a full report about the findings.   Mrs. Naugle said it’s important that adjustments are made as needed instead of waiting.  Manager Ford responded some of the issues are due to CENTAX and the York Adams Tax Bureau problems.  She noted she is aware that $48,000 has been located from checks not cashed.  Manager Ford will follow up to see if more funds have been accounted for.  She said she will have a report provided quarterly on the expenditures and revenues for Council review.  Manager Ford also said some of the expenditures were out of control and there were unanticipated expenses.  She will provide an accounting of this and said she could provide this on a quarterly basis to keep it in check.

Mr. Teague noted he asked the Manager about annual expenditures that were distributed in January.   Manager Ford explained these expenditures were for donations and normally is paid within the first quarter when tax money begins to flow in.

Moved Mr. Butterfield, seconded Mrs. Brown to adopt a resolution to disconnect and remove one Metropolitan Edison street light on wood pole 14680-18036 on Lefever Street.  Motion carried unanimously.

Mr. Butterfield gave a brief update regarding funding for the 150^th Anniversary events.  He noted that the Borough didn’t budget anything for this.  A meeting was held recently where they discussed the possibility of state funding.  State representatives are not positive at this point if funding will be available.  Mr. Butterfield pointed out several categories for the Borough such as parking, garbage, police overtime, etc. with an estimate of $254,236 to fund these items.  Manager Ford and Mr. Butterfield will meet in the morning to discuss further.  He will keep Council informed as information becomes available.

Mr. Teague noted the CVB magazine has the incorrect date listed for the Remembrance Day Parade.  Jess Haines said a press release went out on Thursday with the corrected date.

Moved Mrs. Naugle, seconded Mrs. Brown to enact an ordinance for the purpose of effecting a zoning text amendment and revision of Section 1301.2 of the Gettysburg Borough Zoning Ordinance as codified at Section 27-1301.2 of the Code of Ordinances of the Borough of Gettysburg relative to the Borough’s general parking provisions regulating minimum parking space dimensions.  Motion carried unanimously.

Moved Mrs. Naugle, seconded Mrs. Brown to approve and authorize the issuance of a Certificate of Appropriateness for Item A (339 Carlisle Street) as set forth in the minutes of the December 19, 2012 meeting of the Historic Architectural Review Board (HARB) consistent with the findings and recommendations of HARB as set forth therein.  Motion carried unanimously.

Moved Mrs. Naugle, seconded Mrs. Lewis to authorize the Borough to prepare an application to the Pennsylvania Department of Conservation and Natural Resources for a C2P2 grant to fund design and engineering for the western side of the Gettysburg Inner Loop.  Motion carried unanimously.

Moved Mrs. Naugle, seconded Mr. Weaver to authorize the Borough manager to send a letter to the Chair of the Adams County Transportation Planning Organization (ACTPO) requesting written confirmation from ACTPO that funding will be available to complete construction of the western side of the Gettysburg Inner Loop.  Motion carried unanimously.

Mrs. Naugle reported the Recreation Board meeting is scheduled for January 16^th at 4:00 pm.  Mr. Teague pointed out in the Rec Board minutes that they request a meeting with Borough Council to discuss issues.  They want clarification about the Board’s role.  Mrs. Naugle explained the Board feels that they should be able to make budget decisions for the Rec Park, noting they didn’t have sufficient information and declined acting on the 2013 budget.  She also said that it has been difficult without a full time staff person at the Rec Park to provide help.

Mrs. Naugle gave a brief report regarding a joint public hearing with the Borough and Cumberland Township to create a Recreation Authority.    She said the Authority would consist of three members from each and the seventh from the Gettysburg School District if they except.  Mrs. Naugle said the Board would take over the maintenance and management of the Rec Park and the Borough would still own the property.

Mrs. Lewis asked if the Recreation Authority would report to Borough Council.  Mrs. Naugle responded it would run similar to GMA.  They would set their own rates and would hire a Recreation Director to manage the activities and programs. 

Moved Mrs. Naugle, seconded Mr. Weaver to proceed with the scheduling of a joint public hearing with Cumberland Township to receive public comment relative to the intent of the Borough of Gettysburg and Cumberland Township to create a joint Recreation Authority under the Municipality Authorities Act.  Motion carried unanimously.

Moved Mrs. Naugle, seconded Mr. Weaver to authorize the Borough Solicitor to prepare an ordinance signifying the intent of the Borough of Gettysburg to file Articles of Incorporation for the creation of a joint Recreation Authority with Cumberland Township under the Municipality Authorities Act.  Motion carried unanimously.

Mrs. Naugle reported the Rec Park Master Site Plan should be released to Council in the near future.

Mrs. Naugle reported she toured the Gettysburg Municipal Authority facilities with Mark Guise.

Mrs. Lewis announced the College Community Committee meeting is scheduled for Wednesday, January 30^th at 5:00 pm.

Mr. Weaver reported he and Mr. Butterfield attended the “swearing in” ceremony for Representative Scott Perry.  He invited him to attend a Council meeting to introduce and meet the members of Council.  Mr. Weaver said Representative Perry will need to reintroduce the Train Station Bill. 

Mr. Teague asked if Main Street will provide a report on the retreat that was held recently.  Mr. Graham said he will follow up to see if it is available and forward it to Council. 

Moved Mrs. Brown, seconded Mrs. Lewis to accept the letter of resignation received on January 7, 2013 from Stephanie McIlwee, Gettysburg Area Park and Recreation Board effective immediately.  Motion carried unanimously.

Moved Mr. Teague, seconded Mrs. Brown to enact an ordinance amending and updating Chapter 13, Part 4 of the Code of Ordinances of the Borough of Gettysburg regulating transient retail business within the Borough of Gettysburg.  Motion carried unanimously.

Moved Mrs. Brown, seconded Mrs. Lewis to release the financial security of $5,934.50 for 227 North Washington Street, consistent with the certification letter received by the Borough Engineer.  Motion carried unanimously.

Moved Mr. Weaver, seconded Mr. Teague to support ACTPO’s recommendation to create an Adams County Metropolitan Planning Organization and take the further actions towards joint planning efforts between Adams and York Counties.  Motion carried unanimously.

Manager Ford reported she accepted the offer to serve on the PA Municipal League Legislative Board.

Moved Mr. Butterfield, seconded Mrs. Lewis to accept the J. P. Harris Tax Exoneration report for tax years 2009, 2010 and 2011 as presented.  Motion carried unanimously.

Public Comment:

Darlene Brown reported PA Downtown will focus on renovation plans for Breckenridge Street providing safe streets.  She said a strategic planning meeting is scheduled for January 30^th and that Adams and York County Commissioners will be attending.

Steve Toddes and Brian Devost thanked Council for their vision regarding the Recreation Park.  They thanked Susan Naugle for all her hard work with the Rec Board.

The meeting was adjourned at 8:35 pm for an executive session.

The meeting reconvened.

Mr. Weaver moved seconded, Mr. Butterfield to authorize the Borough Manager to procure proposals from qualified real estate appraisers in order to conduct an appraisal of the Borough’s Railroad Station property at 35 Carlisle Street.  The vote passed 7-0 with Mr. Teague abstaining.

With no further business to come before council, moved Mr. Butterfield, seconded Mrs. Naugle to adjourn the meeting at 9:00 pm.