203 MINUTES

EXETER TOWNSHIP BOARD OF SUPERVISORS MEETING AUGUST 13, 2012

A Regular Meeting of the Exeter Township Board of Supervisors was called to order on Monday, August 13, 2012, at 7:00 P.M. in the Township Building by Chainnan Donald R. Wilson.

Supervisors Present Donald R. Wilson, Chainnan Kenneth A. Smith, Vice Chairman Dona L. Stair Gary E. Lloyd Jeff Bukowski

Others in Attendance Troy S. Bingaman, Township Manager/Secretary & Treasurer John J. Mahoney, Esquire, Solicitor Steve Schaeffer, Police Sergeant Clarence D. Hamm, Highway Superintendent Joseph I. Seltzer, III, Park & Recreation Superintendent Joseph P. Rogosky, P.E., Great Valley Consultants

Pledge of Allegiance The Meeting was opened with the recitation of tlie Pledge of Allegiance.

Note for the Record The Board met in Executive Session prior to the meeting to discuss collective bargaining.

Presentation — 2011 Audit Larry Shaub and Rebecca A. Clouser, from Reinsel Kuntz Lesher, LLP, reviewed the 2011 Audit process and Mr. Shaub presented highlights from the report. He stated they were able to conduct the audit with generally accepted audit standards in the US and all the required tests were conducted on township records without exception. He made suggestions that included using GASB 34 based financial accounting. He noted a decrease in assets of $341,000 cash and investment balances from 2010 compared to 2011. He stated there was a decrease in total revenues of $78,000 and a decrease in total expenditures of $4.1 million He stated no new long tenn debt was issued this year and there was an outstanding balance of long-term debt in the amount of $51 million and the principle with the payments went down $1.8 million. He spoke of technical changes made in the accounting process from the previous methodology to show long tenn assets have not been valued and have not been included by previous auditors, and recommended a change in accounting processes to have a balanced picture. He stated at 2011 the general fund had a surplus of $3.1 million which were cash resources that could carry from 2011 to 2012. He stated there w?as a total of $2.8 million in governmental funds not including the general funds. He spoke of required communications that were positive. He stated the township's internal financials had a high degree of accuracy and few adjustments were needed. He continued with other details in the audit report that included comparisons in the various funds between 2011 and 2012. Finally, it was determined that there were no material weaknesses or significant deficiencies on internal control; however, suggested a need to publish policies and guidelines for acceptable use of PC's, e-mail and the internet and to modify password configurations.

2 0 4 MINUTES OF A UGUST13, 2012 BOARD OF SUPER )■ 1S0RS - PA GE 2 OF 6

Mr. Bukowski asked if including both long tenn liabilities and long term assets would give the township a more fair reflection of the current state of affairs and asked what would be necessary to do that. Mr. Shaub stated the current accounting recognized cash expenditures, and generally accepted accounting standards on all items in the'township including infrastructure, roads bridges, buildings, easements, etc. could be valued together. He stated it was comprehensive and would take a lot of time to do it. Mr. Bukowski asked for a cost to do that to which he responded the staff would gather most of the information, and approximately $10,000 in actual expenditures. Mr. Lloyd asked what other benefits would be obtained by using that system to which Mr. Shaub stated it would be helpful to show a balance of assets to offset the $51 million in debt the township now has showing in its accounting. He stated potentially when the township attempted to borrow money, they would be looked at differently than they are now. He stated on loan documents GAAP Based financial statements would be looked at. Q. Lisa VanderLaan, 5560 Boyertown Pike, felt recording assets and receivables could help the O township. Mr. Shaub stated Exeter Township had always been on a cash based accounting O^ system. -^

Exeter ED AC- Proposed 2013 Economic Development Plan Shawn Filby presented a 2013 Plan for the Economic Development Advisory Council to bring business to Exeter Township. He outlined the three ongoing business activities that included a business climate survey, business breakfasts and business workshops. He stated the short-term goals were as follows: to fill vacant store fronts; to pursue economic development funding opportunities through a LERTA tax structure system; to create a 2014 business directory; to apply for economic development funding opportunities; to hire a municipal planner to create zoning advice for the Route 422 corridor and light industrial zones at a cost of between $75,000 and $150,000; to broaden the Route 422 Corridor Zoning; to hold special events at the Reading Country Club especially during the non-golf seasons; to compare Exeter's ordinances with successful, business oriented townships that include Cranberry Township and Tredyffrin Township; and to establish a joint expedited approval process (JEAP) to show Exeter is prepared to take extra steps to ensure businesses locating here will get extra help in the approval process. Mr. Filby stated a long tenn goal was to prepare for a light rail station/stop in Exeter Township. He felt it would require political lobbying. He noted two considerations for the township that would include merging services with St. Lawrence Borough and providing better signage at the township building with a consideration of new signage. In response to a question from Chief Jordan, Mr. Bingaman stated Exeter had joined the Chamber of Commerce and the Greater Reading Economic Partnership. Linda Focht, 50 Glen Oley Drive, noted the Township had trouble filling the open spaces it now had and asked why consideration was being given to widening the Route 422 commercial zone. Mr. Filby responded it would be less restrictive for certain types of businesses. He felt a planner would be helpful to make some of those decisions.

PUBLIC COMMENT

None

Minutes of July 23, 2012 Regular Meeting MOTION by Mr. Smith, seconded by Mr. Li meeting as presented. Motion carried unanimously.

Minutes of July 29, 2012 Emergency Meeting MOTION by Mr. Smith, seconded by Mr. Lloyd, to approve the minutes of the July 29lh

emergency meeting as presented. Motion carried unanimously.

MOTION by Mr. Smith, seconded by Mr. Lloyd, to approve the minutes of the July 23 rd regular

MINUTES OF A UGUST13, 2012 BOARD OF SUPER VISORS - PA GE 3 OF 6 2 0 5

Disbursements MOTION by Mr. Lloyd, seconded by Mrs. Starr, to approve for payment the bills presented on the Disbursements List dated August 10th in the amounts of $228,293.82 in the General Fund; $15,412.29 in the Utility Fund; $453.00 in the Fire Services Fund; $84,018.96 in the Sewer Fund; $1,834.50 in the Capital Projects - GOB 2009 Fund; $33,871.00 in the Capital Improvements Fund; $601.55 in the Golf Capital Fund; $7,054.54 in the Park Improvements Fund; and $38,714.05 in the State Liquid Fuels Fund. Motion carried unanimously.

Department Reports The Engineering, Police, Wastewater, Highway and Parks & Recreation Monthly Reports were submitted for the Board's review.

Communications A list of incoming and outgoing communications was presented for the Board's review and is available for public inspection in the Township Office.

UNFINISHED BUSINESS

Adoption ofMS4 Intergovernmental Cooperation Ordinance The Board briefly discussed joining the cooperative program and adopting the Berks County MS4 Ordinance. Mr. Bingaman stated the cost would be $3,000 with $1,000 being paid the first year, and $500 each year thereafter. He stated a motion to adopt and an authorization for execution of an agreement in form and substance acceptable to the Solicitor and the Township was required. MOTION by Mr. Smith, seconded by Mr. Lloyd, to adopt the Berks County MS4 Intergovernmental Cooperation Ordinance and authorize execution of an Intergovernmental Cooperation Agreement in form and substance acceptable to the Solicitor. Motion carried unanimously.

Old Tulpehocken Road Truck Traffic Mr. Rogosky stated PemiDOT owned the bridge and the remaining portion of the road. He stated PemiDOT was requesting a written request with the type and location of signs. Mr. Bukowski stated a resident inquired about local deliveries to which Mr. Rogosky stated it would be allowed. MOTION by Mr. Bukowski, seconded by Mr. Smith, to have GVC submit the proposed application to PemiDOT for approval to post signage banning truck traffic on Old Tulpehocken Road.

Mr. Wilson stated his concerns about other routes to be used by trucks and whether or not those roads would be affected by truck use. Mr. Bingaman stated alternate routes would be Shelboume Road, Pineland Road, Daniel Boone Road and Schoffers Road. Mr. Hamm advised that Pineland Road and Daniel Boone Road would be destroyed if trucks used those roads as they were not built to handle truck traffic. Mrs. VanderLaan asked if a ban could be tested to which Mr. Rogosky stated enforcement would require an ordinance to close any road to truck traffic.

Motion carried with Mr. Smith, Mr. Lloyd and Mr. Bukowski voting in favor, and Mr. Wilson and Mrs. Stan opposed.

2 0 6 MINUTES OF A UGUST13, 2012 BOARD OF SUPER VISORS - PA GE 4 OF 6

Lorane School Crosswalk Project Mr. Bingaman stated he had conducted research and found in the October 10, 2011 minutes an entry for not exceeding $500 for legal fees for preparing the easement on the Kleinsmith < property, and on the March 14, 2012 transcript there was a discussion for engineering to do a site visit for a cost of $500 or less; however, when the motion was made to approve GVC to do a site visit there was no cap put on it. February 13 ,2012 the Board made several motions to approve the go ahead of the project; but, nothing was in the motion about cost. He stated the complete design plans for the entire project had been received for review. Mr. Lloyd asked what the costs for review would be to which Mr. Rogosky stated was a unique situation and it was determined the grant did not include engineering costs. There was a general discussion on the project and who paid what costs. Mr. Wilson stated it was implied that there would be no cost to the Township and now we are spending more money than we thought it would cost. Mr. Rogosky stated over $6,000 had been spent already for a year and a half of time. Mr. Bukowski stated that § somehow the control of the costs got out of Township hands with reps contacting GVC without CO the Board knowing. He stated he was hearing the costs would be $2,500 more for review of the 4s». plan and the school district should pick up that cost before GVC goes forward with the plan. ^ There was more discussion on how the costs accrued and how the plans were reviewed. Mr. Rogosky asked for the Solicitor to comment on whose responsibility it would be to wiiich the Solicitor replied since there was no subdivision plan who would you hold responsible. He stated the Township would have trouble chasing it down. Mr. Bukowski asked to what extent PemiDOT approval protected the Township in the event of a child being killed on a Township road at the cross walk. Mrs. VanderLaan stated she was still unclear if the firm doing this type of work specialized in this type of work, felt it was not Mr. Rogosky's fault, and the Township could still spend another $2,500 and not approve this plan. She noted the space needed around the telephone pole for the sidewalks had not been obtained. She felt the reason this project was costing so much was because others, not the Township, were handling it and the project could cost the Township $8,500. Mr. Bukowski felt the Board should hear from the School Board to include details on the plan and the costs. The Solicitor stated the School Board should be asked if they wanted to put up the money. It was suggested a letter be written to Dr. Martin asking those questions. Mr. Smith suggested Christy Staudt and a member of the School Board be called in to explain where the plan was. Mr. Wilson suggested a personal appearance at a School Board meeting might be more effective. There was agreement to send a letter to Dr. Martin first. Tom Howell, P.O. Box 4635, stated his recollection was that Mr. Quinter stated the School Board did not want to pay anything, and suggested the Board revisit the joint meeting with the School Board.

NEWBUSINESS

Sandy Run Development - Shrubbery Removal Connie Mitchell Bates, 302 Forest Hill Circle and Denise Kozak, 304 Forest Hill Circle, stated they were attending tlie meeting to discuss the guardrail at the entrance to Sandy Run East. She stated for ten years they had requested the Township maintain the area by cutting back poison sumac and other vegetation. She stated the shrubs have been removed even though they had not requested shrubs be removed, and now they have 53 signatures to tell the Township they want the property at the entrance to be maintained, the guardrail replaced and the shrubs replaced as removal will affect the value of their property. Mrs. Kozak stated the Township put up the guardrail and while the Township maintained the property everything was nicely kept; but, since a lawn mowing company has been doing the work everything has overgrown and the residents have been working on killing the poison sumac growing in the area. Mr. Hamm noted the developer erected the guardrail. Mr. Hamm noted the developer erected the guardrail.

MINUTES OF A UGUST13, 2012 BOARD OF SUPER VISORS -PAGE 5 OF 6

Mrs. Kozak objected to the shrubs being removed as the guardrail to her was unsightly. Mrs. Bates felt since the shrubs were removed a safety issue existed because kids used the area for skateboarding. Mr. Smith stated the safety issue was that kids should not be playing in the street at the entrance of the development. Mr. Hamm stated the only way to get the poison out of there was to cut the shrubs, and because there was only 32 inches to work with the arborvitae was overgrown. Mr. Hamm stated until tonight he felt the neighbors were okay with that. He stated when the sumac was gone the corner would be dressed with stone to look nice and would be maintenance free. Mrs. Bates stated the light standards also needed to be painted to which Mr. Bukowski stated the Board would look into it when the budget was reviewed.

ETVFD Discussion - SAFER Grant, Staffing, Events, etc. Christopher Jordan, 3 Golf View Lane, Deputy Fire Chief, stated an open-house would be held on Saturday, October 6lh at the Reiffton Station and Sunday, October 7th at the Stonersville Fire Station. In addition he stated the Citizens Fire Academy would begin on Wednesday, October 10th and would be held every Wednesday through November 14th. He invited the public to attend all events.

Mr. Jordan announced the Fire Department has received a federal SAFER Grant (Staffing for Adequate Fire and Emergency Response) through the U.S. Department of Homeland Security in the amount of $201,720.00 to be used over a two year period for 2013 and 2014 for daytime staffing programs between the hours of 6:00 A.M. to 6:00 P.M., Monday tlirough Friday, tlirough job share position arrangements. He stated this grant would double the current housemen positions from the current 2 to 4. He stated while adequate staffing was in place, it was important to continue to plan for the future to insure a strong department. He stated in 2015 the grant required a commitment from the municipality to continue funding the project for a minimum of a third year in the amount of $ 100,860.00 and that commitment was necessary to accept the grant. The timeframe was to have the program in place by October 24, 2012 and money could be withdrawn from the federal budget. Mr. Smith asked if the Fire Department could be read)' for budget review next week. Mr. Jordan felt this was a great opportunity to use funds to start the program to staff a centralized station. Mr. Smith stated he was not sure he wanted to accept grants that required the Township add additional monies and that was why he wanted to look at more than one year's budget. Mr. Smith stated unfunded mandates could make trouble for future board members and that was something to be concerned about. Mr. Bukowski noted 2015 was also the year taxpayers could be asked to start paying for a new fire station. Fire Chief Robert Jordan referred to raising other money with fund drives. Mr. Smith reminded the Fire Chief that the fire tax was raised to eliminate fund drives. He stated he wanted to make sure people were aware that when the tax increase was granted, it was stated there would not be any more fund drives. The Fire Chief stated contributions would be voluntary. He stated funding from the Board would come as a worst case scenario. Mr. Lloyd stated with only one budget meeting held the Board was nearly $300,000 over budget. There was a brief discussion of a car fire last Friday and how it was handled. It was decided the Fire Department would present their budget figures on September 4th.

On another matter Mr. Jordan stated he had reached out to the highway and police departments to partner with them to respond to serious events. He noted the effort would enhance staffing within the department and felt this was something to think about. He stated the training to become a firefighter is 144 hours with a test at the end to qualify. Mr Jordan stated this would be for extreme instances

207

2 0 8 M1N UTES OF A UGUST13, 2012 BOA RD OF SUPER VISORS - PA GE 6 OF 6

Sch uylkifl River Trail Proposed Loop Addition Mr. Seltzer referred to his memo regarding the Schuylkill River Trail proposed loop addition stating it would be a great addition to the trail, would be paid for from the recreation funds which means there would be no cost to the taxpayers and the excavation would be done by a local contractor for free. He stated the cost would be approximately $20,000. The Board agreed to authorize the effort. MOTION by Mrs. Stair, seconded by Mr. Lloyd, to authorize the Parks and Recreation Department to spend approximately $20,000 to provide a loop addition to the Schuylkill River Trail. Motion canied unanimously.

Authorization to Close Rate Stabilization Account Mr. Bingaman stated he was able to terminate the swap agreement at a cost of $21,300 and was O) requesting the remaining amount in the rate stabilization fund of approximately $95,000 be O transferred to the Capital Improvement Funds for future capital needs. ^ MOTION by Mrs. Starr, seconded by Mr. Llo3'd, to authorize the Township Manager to close -l^ the Rate Stabilization Account and transfer the proceeds to the Capital Improvements Fund for future capital needs. Motion carried unanimously.

SOLICITOR'S REPORT

No Report

INDIVIDUAL REPORTS

Conservation Landscape Summit Mr. Bingaman stated permission was being requested for one employee's overnight lodging to attend the 2-day summit at a cost of $85. Mr. Smith stated given the cost of gas it was a reasonable request. MOTION by Mr. Smith, seconded by Mr. Lloyd, to approve a cost of $85 for one employees lodging while attending the Conservation Landscape Summit. Motion canied unanimously.

Stonersville Social On-Lot Septic Mr. Bingaman stated Berks EnviroTech would be meeting with representatives from Stonersville on August 14, 2012 at 11:00 A.M. about the on-lot septic system.

ADJOURNMENT

MOTION by Mr. Smith, seconded by Mr. Lloyd, to adjourn the Meeting. Motion carried unanimously. The Meeting adjourned at 9:16 P.M.

Respectfully Submitted,

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Date: 08/10/2012 Time: 9:59:08AM

Selective Check Register Exeter Township

Including all check statuses For Bank Id GC and Check Number from 078771 to 078905

BANK ID

GC

GC

GC

GC

GC

GC

GC

GC

GC

GC

GC

GC

GC

GC

GC

CHECK*

078891

078892

078893

078894

078895

078896

078897

078898

078899

078900

078901

078902

078903

078904

078905 Bank ID: GC

STATUS VENDOR*

O

O

O

O

O

O

O

0

0

0

0

0

0

0

0 Name:

0000001690

0000000417

0000008000

0000001497

0000007993

0000005831

0000001823

0000000214

0000001136

0000002329

0000001839

0000003750

0000001238

0000000155

0000002249 General Checking

VENDOR NAME

TREVOR KRIZE

TURF EQUIPMENTS SUPPLY CO

U S POSTMASTER

UGI ENERGY SERVICES INC

UGI UTILITIES INC

UPS

US POSTAL SERVICE (CMRS-FP)

USA BLUE BOOK

VICKI SHANER

WALMART COMMUNITY BRC

WEISSER & RHOADS

WILLIAM R GIFT

WINDSTREAM

YEAGER SUPPLY INC

ZEE MEDICAL SERVICE CO #52 Checking Account #: 536364227

CHECK DATE

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

08/13/2012

Report Totals:

ZW609

Date: 08/10/2012 Time: 10:09:00AM

Selective Check Register Exeter Township

Including all check statuses For Bank Id VC and Check Number from 000626 to 000642

BANK ID

VC VC VC VC VC VC VC VC VC VC VC VC VC VC VC VC VC

CHECK*

000626 000627 000628 000629 000630 000631 000632 000633 000634 000635 000636 000637 000638 000639 000640 000641 000642

Bank ID: VC

STATUS VENDOR*

O O O O O O O O O O O O O O O O 0

Name:

0000000097 0000009647 0000002550 0000003100 0000001244 0000002311 0000001641 0000005100 0000000912 0000000454 0000002165 0000004150 0000006700 0000006805 0000000626 0000002074 0000008550

VISA Clearing

VENDOR NAME

AIRGAS EAST ALLIED WASTE SERVICE #318 EASTERN INDUSTRIES INC EXETER SUPPLY CO INC HARNERS AUTO BODY IINC INTERSTATE BATTERY SYSTEM IWS OF PENNSYLVANIA LAWSON PRODUCTS INC NEW HOLLAND AUTO CARE OFFICE SERVICE CO PIONEER CROSSING LANDFILL RADIO MAINTENANCE INC READING FOUNDRY & SUPPLY RED THE UNIFORM TAILOR SUBURBAN WATER TESTING LABS TOM MASANO ZEP MANUFACTURING CO

Checking Account*:

9^ML

539001776

CHECK DATE

08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012 08/13/2012

Report Totals:

p~v -

214

O

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