Ephrata public meetings in 2021

Committee Meetings

The Public Safety Committee is meeting to take action on the civil service list and police officer hiring. They will also discuss the monthly police and emergency management reports. The meeting is scheduled for December 20, 2021, with the next meeting set for January 17, 2022.

• Civil Service List action item
• Police Officer Hiring action item
• Monthly Police Report discussion
• Monthly Emergency Management Report discussion

The Public Safety Committee unanimously approved the Civil Service List of eligible police officer applicants (excluding one ineligible applicant) and recommended hiring Robert M. Focht as a Police Officer effective January 31, 2022, subject to a one-year probationary period. Both actions will be forwarded to Borough Council for a vote. The committee also discussed monthly police and emergency management reports with no concerns.

• Approved Civil Service List of three eligible police officer applicants (unanimous)
• Approved hiring Robert M. Focht as Police Officer effective Jan 31, 2022 (unanimous)

Regular Meeting

The Ephrata Zoning Hearing Board will hold a public hearing on December 15, 2021, to consider two zoning requests. The first is a use variance for retail sales at 923 W. Main St., and the second is an extension of time for a previously granted dimensional variance for a vacant lot at Arch and W. Franklin St. The board will decide whether to grant these requests.

• Use variance for retail sales at 923 W. Main St. (Residential Low Density district)
• Extension of time for variance on minimum front and side yard setbacks at Arch and W. Franklin St. (Residential High Density district)
• Applicant for retail variance: Elinor Czerner
• Applicant for setback extension: Devin S. Donmoyer

Committee Meetings

The Personnel Committee is meeting to discuss personnel matters, including revisions to the salaried employee handbook, job descriptions for several positions, and policies to be ratified in January 2022. The agenda includes an executive session for a personnel matter and several items held from previous meetings.

• Executive session with Mr. Thompson and Mr. McKenna on a personnel matter
• Salaried Employee Handbook Revisions
• Review of job descriptions: IT Manager (Chief Information Officer), Project Engineer, Municipal Services Manager
• Discussion of Social Media Specialist job duties
• Preparing policies and guidelines for ratification on January 10, 2022

The Personnel Committee discussed revisions to the Salaried Employee Handbook but made no final decisions, deferring the matter to the next meeting. They also reviewed management job descriptions, with four of thirteen already revised and approved, and agreed to explore hiring an outside consultant for social media duties on a trial basis.

• Accepted meeting agenda as posted (unanimous)
• Deferred Salaried Employee Handbook revisions to next meeting
• Agreed to explore hiring outside consultant for social media on trial basis
• No other old business items carried over to 2022

Voting Session

Ephrata Borough Council unanimously adopted the 2022 Budget and Program of Services (Resolution 2021-40), keeping the property tax rate at 1.7625 mills (Resolution 2021-41). Council also approved the 2022 Schedule of Fees and Charges, a 5% police pension contribution, and authorized $367,998 in American Rescue Plan funding for public safety and technology. Several conditional approvals were granted, including a Comcast cable installation project and a contract for the Cocalico Street Culvert Replacement.

• Adopted 2022 Budget and Program of Services (unanimous)
• Fixed 2022 property tax rate at 1.7625 mills (unanimous)
• Approved 2022 Schedule of Fees and Charges (unanimous)
• Authorized $331,768 ARPA funds for police overtime and $36,230 for technology (unanimous)
• Conditionally approved Comcast underground cable installation with $335,979 performance guarantee (unanimous, Reinhold abstained)
• Conditionally awarded $65,000 contract to Hanover Engineering for Cocalico Street Culvert Replacement (unanimous)
• Approved immediate purchase of new Electric Division bucket truck pending budget adoption (unanimous)
• Approved consultant contract for D. Robert Thompson at $105/hour for six months (unanimous)

Regular Meeting

The Ephrata Borough Authority will consider adopting the 2022 budget and program of services, and approve several invoices related to wastewater treatment facility (WWTF) biosolids projects. They will also discuss a sewer treatment capacity request from Tommy's Express Car Wash and review a bid timeline for upcoming projects.

• Resolution 2021-13: Adopt the 2022 Budget and Program of Services
• GHD, Inc. invoice for Ephrata Solids Processing and Handling Design
• Becker Engineering invoices for WWTF No. 1 Biosolids Projects
• L & N Zimmerman Excavating invoice for WWTF No. 1 Biosolids Projects
• RGS Associates: Tommy's Express Car Wash Sewer Treatment Capacity Request

The Ephrata Borough Authority unanimously adopted Resolution 2021-13, approving the 2022 Budget and Program of Services. The board also approved several invoices and a sanitary sewer capacity request. All votes were unanimous.

• Adopted Resolution 2021-13: 2022 Budget and Program of Services (unanimous)
• Approved payment breakdown for GHD invoice No. 380-0004369, total $26,780.46 (unanimous)
• Approved payment of $2,160.75 to Becker Engineering for WWTF No. 1 Biosolids Project (unanimous)
• Approved payment of $2,541.26 to Becker Engineering for WWTF No. 1 Biosolids Project (unanimous)
• Approved payment of $339.34 to Lancaster County Weeklies for WWTF No. 1 Biosolids Project (unanimous)
• Approved payment of $4,373.65 to L & N Zimmerman Excavating for WWTF No. 1 Biosolids Project (unanimous)
• Approved 65 HVU sanitary sewer capacity request for Tommy's Express Car Wash / Mavis Tire (unanimous)

Committee Meetings

The Ephrata Borough Civil Service Commission is meeting to handle routine business, including approving prior minutes and discussing old business. The main item is the creation of a police officer eligibility list, which determines the pool of candidates for future hiring.

• Approval of minutes from October 11, 2021 meeting
• Creation of police officer eligibility list

Voting Session

The Ephrata Area Joint Authority will vote on several action items, including a fee waiver request from Ephrata Mennonite School, a declaration of easement from SWS Investments, LLC, and a deed of easement and declaration of water facilities from Highpoint Community Church. The board will also discuss the audit report and receive an engineering update. Public comments will be heard.

• Ephrata Mennonite School fee waiver request
• SWS Investments, LLC declaration of easement
• Highpoint Community Church deed of easement and declaration of water facilities
• Discussion of audit report
• Approval of financial reports and payment of bills

Work Session

The Ephrata Borough Council is holding a work session to discuss and prepare for votes on the 2022 budget, property tax rate, and fees, along with several other resolutions and contracts. Items include ARPA funding authorization, police pension contribution, opioid settlement participation, and various infrastructure and event approvals.

• Resolution 2021-40: Adoption of 2022 Budget and Program of Services
• Resolution 2021-41: Fixing the Property Tax Rate for 2022
• Resolution 2021-42: Establishing Fees and Charges for 2022
• Resolution 2021-45: National Opioid Settlement Participation
• Award of bid for EB-21-2 Cocalico Street Culvert Replacement

The Ephrata Borough Council held a work session on December 6, 2021, primarily discussing committee recommendations for the upcoming December 13 voting session. Council unanimously approved three action items: a change order to Land Studies, Inc. for a not-to-exceed amount of $10,000, authorization for the Borough Secretary to execute a Landowner-Grantee Agreement for 234 East Fulton Street, and approval for Mainspring of Ephrata to hold an invitation-only event at the train station with alcohol service. All other items discussed were recommendations for future action, including the 2022 budget, tax rate, and various contracts.

• Authorized change order to Land Studies, Inc. up to $10,000 (unanimous)
• Authorized Borough Secretary to execute Landowner-Grantee Agreement for 234 East Fulton Street (unanimous)
• Approved Mainspring of Ephrata invitation-only event at train station with wine/beer service (unanimous)

Committee Meetings

The Budget and Finance Committee is reviewing the 2022 Budget and Program of Services, including various civic contribution requests. The meeting also addresses IBEW negotiations and authorizations for American Rescue Plan expenditures.

• Civic Contribution Requests for Pioneer Fire Co, Lincoln Fire Co, Ephrata Public Library, and others
• 2022 Budget and Program of Services review
• Authorization of 2021 American Rescue Plan Expenditures
• Tax Rate Resolution
• Schedule of Fees and Charges Resolution

The Budget & Finance Committee reviewed and recommended several items for Borough Council's December 13th voting session, including the 2022 Budget and Program of Services with a $5,700 increase for concerts, full funding of civic contribution requests, and a $331,768 ARPA allocation for police overtime and technology. The Committee also recommended keeping the tax rate at 1.7625 mills, updating the fee schedule, setting police pension contributions at 5% of gross pay, and ratifying board appointments. These are recommendations, not final decisions, pending Council action.

• Instructed staff to adjust the 2022 budget to raise concert funding from $4,800 to $10,500
• Recommended full funding of all civic contribution requests, including $41,000 one-time capital for EPAC
• Recommended adoption of Resolution 2021-40 (2022 Budget) at the December 13th voting session
• Recommended authorizing $331,768 in ARPA funds for police overtime and $36,230 for technology
• Recommended adoption of Resolution 2021-41 keeping the tax rate at 1.7625 mills for 2022
• Recommended adoption of Resolution 2021-42 updating the 2022 Schedule of Fees and Charges
• Recommended adoption of Resolution 2021-43 setting police pension contributions at 5% of gross pay
• Recommended adoption of amended Resolution 2021-44 ratifying board and commission appointments

Committee Meetings

The Community Services Committee is meeting to take action on its 2022 budget proposal and a Christmas Eve worship event at the Whistle Stop Plaza. They will also discuss a dog park and the December meeting schedule, and revisit a proposed future Christmas tree program.

• 2022 Budget Proposal
• Christmas Eve Worship at the Whistle Stop Plaza
• Dog Park discussion
• Proposed Future Christmas Tree Program

The Community Services Committee approved its meeting agenda and reviewed the 2022 Budget and Program of Services, recommending the Concerts in the Park budget be increased from $4,800 to $10,500 for a full 3-concert series. The committee will recommend the budget to the Budget and Finance Committee. It also recommended Borough Council grant Ephrata Church of the Brethren's request to hold a Christmas Eve service at Whistle Stop Plaza, subject to a Certificate of Insurance naming the Borough as additional insured. A dog park concept was discussed, but no decision was made.

• Approved the meeting agenda as advertised, unanimously.
• Recommended increasing the 2022 Concerts in the Park budget from $4,800 to $10,500 for a 3-concert series.
• Recommended the 2022 Budget and Program of Services to the Budget and Finance Committee with no other objections.
• Recommended Borough Council grant the Christmas Eve church service at Whistle Stop Plaza, subject to a Certificate of Insurance naming the Borough as additional insured.

Committee Meetings

The Development Activities Committee will discuss the 2022 Budget and Program of Services, with possible action by the Budget and Finance Committee and Borough Council at their December meetings. They will also discuss Rec Center expenses exceeding $5,000 and a request to serve alcohol at the 2022 Brewfest. The agenda includes review of zoning decisions and applications, and discussion of a traffic impact letter. No action is scheduled at this meeting; items may move to December.

• 2022 Budget and Program of Services discussion
• Rec Center expenses over $5,000
• Alcohol request for 2022 Brewfest
• Use variance (retail sales) at 923 W Main St
• Variance extension request at West Franklin Street and Arch Street

The Development Activities Committee met on November 22, 2021, and approved its agenda. It will recommend that Borough Council accept the proposed 2022 Budget and Program of Services. It will also recommend authorizing an unbudgeted expenditure of up to $9,000 to reimburse the Ephrata Recreation Center for repair costs exceeding the $5,000 annual threshold, and to pay remaining invoices directly. The Committee will recommend granting a Brewfest request at Whistle Stop Plaza on June 25, 2022, subject to insurance, an incident plan, and a PLCB permit. No meeting will be held in December unless urgent matters arise.

• Approved the November 22, 2021 agenda unanimously
• Recommended the 2022 Budget and Program of Services to the Budget and Finance Committee
• Recommended Borough Council authorize an unbudgeted expenditure of up to $9,000 for Rec Center repairs
• Recommended granting the Brewfest request at Whistle Stop Plaza subject to insurance, incident plan, and PLCB permit
• Decided not to hold a December meeting unless something urgent arises

Committee Meetings

The Highway Committee will consider the 2022 proposed budget and program of services, approve Comcast construction plans for several streets, and review concrete curb and sidewalk evaluations ahead of 2022 street improvements. They will also discuss a request for proposals for the Cocalico Street culvert replacement engineering services. Discussion items include speeding concerns on North State Street and truck traffic on Apple Street.

• 2022 Proposed Budget and Program of Services
• Comcast Cable construction plans and agreement for multiple streets including Farm Lane, Clover Court, North State Street (600 block), Irene Avenue, Marion Terrace, Lincoln Avenue (700 block), Linda Terrace, Timothy Lane, Stoneridge Circle, Heather Lane, Hemlock Road (100 block), and Stephen Circle
• Concrete curb and sidewalk evaluations for North and South State Street between Fulton and Pine Streets and Lemon Street between South State Street and Major Winters Trail
• RFP #EB-21-2 for Cocalico Street Culvert Replacement engineering, design, permitting, and bidding services
• Discussion of motor vehicle speeding on 400 block of North State Street and Apple Street truck traffic

The Highway Committee reviewed and recommended conditional approval of Comcast's plans to install underground cable along multiple streets, subject to a Street Opening Agreement, a $335,979 performance guarantee, and insurance. The Committee also recommended awarding a contract to Hanover Engineering for the Cocalico Street Culvert Replacement project, not to exceed $65,000. Additionally, the Committee recommended that Borough Council authorize notification of property owners about curb and sidewalk improvements. The 2022 Budget and Program of Services was reviewed and recommended for acceptance.

• Recommended acceptance of the 2022 Budget and Program of Services to the Budget and Finance Committee.
• Recommended conditional approval of Comcast's underground cable installation plans (Drawing No. 093192019-F) with a $335,979 performance guarantee and insurance requirements.
• Recommended authorizing staff to notify property owners of curb and sidewalk improvement requirements for 2022 street improvements.
• Recommended conditional award of a contract to Hanover Engineering Associates, Inc. for the Cocalico Street Culvert Replacement project, not to exceed $65,000.
• Discussed traffic concerns on North State Street; noted installation of a 25 mph sign and planned speed display device.
• Moved Apple Street truck traffic discussion to Old Business for future discussion.
• Agreed to cancel the December 27, 2021 meeting unless an urgent item arises.
• Asked staff to investigate a resident's request to remove 2-hour parking restrictions on East Main Street.

Regular Meeting

The Ephrata Zoning Hearing Board will hold a public hearing to consider a use variance for retail sales at 923 W. Main St., located in a Residential Low Density zoning district. The applicant and owner, Elinor Czerner, seeks relief under section 319-12.B. of the Borough Code. The meeting is scheduled for November 17, 2021, at 7:00 p.m. in the Council Chambers.

• Use variance for retail sales at 923 W. Main St.
• Property in Residential Low Density zoning district
• Relief sought under section 319-12.B. of Borough Code
• Applicant and owner: Elinor Czerner

Committee Meetings

The committee will discuss a proposed revision to the Shade Tree Ordinance. The meeting also includes discussions regarding remote meeting participation and utility bill responsibilities for tenants and landlords.

• Review of Proposed Revised Shade Tree Ordinance
• Discussion on Remote Meeting Participation
• Discussion on Tenant/Landlord Utility Bill Responsibilities

The Special Projects Committee reviewed a draft rewrite of the Shade Tree Ordinance, which would give the Code Enforcement Office authority to regulate shade trees and establish a 'Street Tree List.' No formal action was taken; members were asked to submit comments, and discussion will continue at the next meeting. The Committee also discussed a lead paint abatement program but took no action, and decided to cancel the December meeting unless a time-sensitive issue arises.

• Reviewed draft Shade Tree Ordinance rewrite; no vote taken
• Decided to cancel December Committee meeting unless time-sensitive issue arises

Committee Meetings

The committee will discuss the proposed 2022 budget and receive staff updates regarding energy purchases and the solar facility. Other discussion topics include forestry management, community solar, and advanced metering infrastructure.

• 2022 Proposed Budget
• Potential Forestry Management Plan
• Staff Update on Energy Purchase
• Staff Update on Solar Facility
• Community Solar

The Municipal Enterprises Committee recommended Council approve the immediate purchase of a new Electric Department bucket truck, pending 2022 budget approval, due to increasing lead times. The Committee also recommended the Budget and Finance Committee accept the proposed 2022 Budget and Program of Services. No final decisions were made; all items are recommendations to Council or other committees.

• Recommended accepting proposed 2022 Budget and Program of Services
• Recommended immediate purchase of new Electric Department bucket truck, pending budget approval

Committee Meetings

The Public Safety Committee will take action on joining the National Opioid Settlement and on its 2022 budget proposal. They will also discuss the monthly police and emergency management reports and pedestrian accidents in Ephrata Borough. No old business is listed.

• National Opioid Settlement Participation action item
• Public Safety Committee 2022 Budget Proposal action item
• Monthly Police Report discussion
• Monthly Emergency Management Report discussion
• Ephrata Borough Pedestrian Accidents discussion

The Public Safety Committee voted unanimously to recommend Ephrata Borough participate in the National Opioid Settlement, with a resolution to be prepared for Council action at the December 13 voting session. The Committee also unanimously agreed to forward its proposed 2022 Public Safety budget of $8.575 million in expenditures to the Budget and Finance Committee. No other formal votes were taken; remaining items were discussion only.

• Recommended Borough participation in National Opioid Settlement (unanimous)
• Forwarded 2022 Public Safety budget proposal to Budget & Finance Committee (unanimous)
• Agreed to hold December committee meeting only if necessary

Voting Session

The Ephrata Area Joint Authority will vote on a water facilities agreement with Lincoln Land Group for the Wyndale Development in Clay Township, and on a consulting services proposal from Becker Engineering. The board will also discuss receiving the 2021 Water Plant of the Year Award from the Pennsylvania Rural Water Association.

• Action: Water Facilities Agreement with Lincoln Land Group for Wyndale Development, Clay Township
• Action: Proposal for Consulting Services by D. Robert Thompson, Becker Engineering
• Discussion: 2021 Water Plant of the Year Award from Pennsylvania Rural Water Association

The Ephrata Area Joint Authority approved a Water Facilities Agreement with Lincoln Land Group, Inc. to serve the Wyndale land development in Clay Township, and accepted a consulting services proposal from Becker Engineering for D. Robert Thompson with a $8,000 cap for a 6-month term. The board also approved the agenda, minutes (with revisions), financial reports, and bill payments. No other substantive decisions were made.

• Approved Water Facilities Agreement with Lincoln Land Group for Wyndale development (unanimous)
• Accepted Becker Engineering consulting proposal for D. Robert Thompson, $8,000 cap for 6 months (5-1)
• Approved meeting agenda as posted (unanimous)
• Approved October 14, 2021 minutes, then vacated for revisions (unanimous)
• Received and filed financial reports (unanimous)
• Approved payment of bills (unanimous)

Voting Session

The Borough Council is meeting to vote on several financial and development items. Key decisions include a proposal for cloud-based software migration and various street and utility improvements.

• Authorize $50,103.00 to Weaverland Mennonite Homes for land development at 1307 Apple Street
• Ratify Springbrook software migration costing $77,166.00 annually plus a $12,000 migration fee
• Award $39,000.00 contract to C.M. High, Inc. for traffic signal upgrades
• Approve $8,472.75 for security cameras at the Haller property
• Approve Comcast street opening and cable construction agreements with performance guarantees

Ephrata Borough Council approved a $300,000 transfer from the General Fund to the Mobile Equipment Fund, ratified a $77,166 annual software contract with a $12,000 migration fee, and awarded a $39,000 traffic signal upgrade bid. The council also approved a sidewalk waiver for 150 Heatherwood Drive, despite a resident's request to table the matter. All votes were unanimous.

• Approved $300,000 transfer from General Fund to Mobile Equipment Fund (unanimous)
• Ratified Springbrook cloud software contract: $77,166 annual fee + $12,000 migration fee (unanimous)
• Awarded Bid #21-6 Traffic Signal Upgrades to C.M. High, Inc. for $39,000 (unanimous)
• Approved sidewalk waiver for 150 Heatherwood Drive (unanimous)
• Approved $8,472.75 for security cameras at Haller property (unanimous)
• Approved $50,103 release to Weaverland Mennonite Homes (consent agenda)
• Approved $7,000 unbudgeted reimbursement to Ephrata Public Library (unanimous)
• Approved $6,000 for shed relocation/replacement in Gross Run project (unanimous)

Committee Meetings

The committee will meet in executive session to discuss a personnel matter regarding a consulting proposal. The meeting also includes discussions on the salaried employee handbook, job descriptions, and evaluation documents.

• Consulting proposal discussion
• Review of IT Manager, Project Engineer, and Municipal Services Manager job descriptions
• Salaried Employee Handbook discussion
• Revision of evaluation documents
• Social Media Specialist job duties discussion

The Personnel Committee decided to bring a consulting services proposal to the full council for a vote at the December 13 meeting. The committee also reviewed and approved changes to employee evaluation documents, which will be voted on at that meeting. No other substantive decisions were made; several items, including the Salaried Employee Handbook and management job descriptions, were discussed and will be carried over if not ready.

• Brought consulting services proposal forward to full council for December 13 vote
• Requested revisions to Employee Evaluation Documents be voted on at December 13 meeting
• Planned three 2022 workshops: Feb 7, Apr 4, Jun 6
• Agreed to ratify all guidelines and policies on January 10, 2022

Regular Meeting

The Authority will review financial reports, bill payments, and the proposed 2022 budget. The meeting includes action items regarding sanitary sewer facility agreements and capacity reviews for developments in Clay Township and East Cocalico Township.

• Payment approval for Ephrata Solids Processing and Handling Design (GHD, Inc.)
• Request to reduce financial security for Countryside Enterprise in Clay Township
• Improvement Agreement for Wyndale Development sanitary sewer facilities
• Capacity review and application request for Slatewood Development
• Discussion of the 2022 Proposed Budget

The Ephrata Borough Authority approved several action items, including a payment breakdown for a GHD invoice, release of financial security for Countryside Enterprise, conditional approval of an improvement agreement for Wyndale Development, and approval of 86 HVUs for Slatewood Development. The 2022 proposed budget was discussed but will be voted on at the December 13, 2021 meeting.

• Approved agenda and October 11, 2021 minutes unanimously
• Approved financial reports and ratified payment of bills unanimously
• Approved GHD invoice payment breakdown ($46,218.74 total) unanimously
• Approved release of financial security for Countryside Enterprise ($107,155.00) unanimously
• Conditionally approved Improvement Agreement for Wyndale Development sanitary sewer facilities unanimously
• Approved 86 HVU capacity request for Slatewood Development unanimously

Work Session

The Ephrata Borough Council work session covers committee actions including a final request to reduce financial security for Weaverland Mennonite Homes' land development, traffic signal upgrade bids, and Comcast construction agreements. The council also discusses revised personnel policies and a streambank restoration payment. No final votes are taken at this work session.

• Weaverland Mennonite Homes (1307 Apple Street): final request to reduce financial security for site improvements
• Bid #21-6: traffic signal upgrades at three intersections including Parkview Heights Road and South State Street
• Comcast construction agreements for Areas E and F covering multiple streets
• Gross Run Streambank Restoration: payment for resident shed relocation
• Revised telecommunications policy, rules of order, and meeting guidelines

The Ephrata Borough Council work session on November 1, 2021, was procedural, with no formal votes taken. Council reviewed and discussed recommendations from its committees, including items to be voted on at the November 8 meeting, such as releasing funds for Weaverland Mennonite Homes, approving monitoring wells for Turkey Hill, awarding a traffic signal upgrade bid, and approving Comcast cable installation plans. The Highway Committee denied a sidewalk request at 150 Heatherwood Drive and recommended a waiver of the sidewalk requirement. The meeting included a closed executive session for a personnel matter.

• Highway Committee denied sidewalk installation along Parkview Heights Road adjacent to 150 Heatherwood Drive
• Highway Committee recommended waiver of sidewalk requirement (Section 281-45.A) for 150 Heatherwood Drive
• Development Activities Committee recommended release of $50,103.00 in funds for Weaverland Mennonite Homes improvements at 1307 Apple Street
• Development Activities Committee recommended approval of four additional monitoring wells for Turkey Hill property at 993 South State Street
• Development Activities Committee recommended execution of Subdivision and Land Development Agreement with Horst Plumbing ($6,418.50)
• Development Activities Committee recommended authorizing security camera installation at Haller property ($8,472.75 for 6 cameras)
• Highway Committee recommended awarding traffic signal upgrade bid to C.M. High, Inc. ($39,000)
• Highway Committee recommended conditional approval of Comcast cable installation plans (two areas, performance guarantees of $203,425.00 and $334,886.00)

Committee Meetings

The Budget and Finance Committee is meeting to discuss the 2022 proposed budget, third-quarter budget review, and civic contribution requests. They will also consider a banking transition plan related to retirements, a Springbrook migration contract, and an unbudgeted audit fee request from the public library. No action items are on the agenda; all items are for discussion.

• 2022 Proposed Budget Update
• 3rd Quarter 2021 Budget Review
• Transition Banking Plan (Rowe/Thompson Retirements)
• Springbrook Migration Contract
• Ephrata Public Library Unbudgeted Audit Fee Request

The Budget & Finance Committee discussed several items and will make recommendations at the November 8 voting session. Key recommendations include ratifying a signed cloud software contract, approving an unbudgeted $7,000 for library audit fees, and transferring $300,000 from the General Fund to the Mobile Equipment Fund. The committee also decided not to include a new community policing program in the draft budget due to required tax increases.

• Recommended $300,000 transfer to Mobile Equipment Fund from General Fund
• Recommended ratification of Springbrook cloud migration contract with $12,000 migration fee and $77,166 annual maintenance
• Recommended $7,000 unbudgeted expenditure for library audit fee reimbursement
• Recommended removing President Rowe and Borough Manager Thompson from banking effective 12/31/2021 and 1/15/2022
• Recommended adding new President and Borough Manager to banking effective 1/16/2022
• Instructed staff not to include new community policing program in draft budget
• Supported staff recommendation to use fund balance for 2022 budgeted deficit

Committee Meetings

The Community Services Committee is scheduled to vote on purchasing a portion of 155 Rear E. Main Street to create a September 11th Remembrance Park. The meeting also includes a review of the third-quarter budget and discussions regarding the dog park and a future Christmas program.

• Proposal to purchase portion of 155 Rear E. Main Street for a September 11th Remembrance Park
• Third Quarter Budget Review
• Discussion on Dog Park
• Discussion on Proposed Future Christmas Program

The Community Services Committee voted unanimously to approve its agenda and discussed several items. It decided not to purchase a portion of 155 E. Main St. for a September 11th memorial, citing cost and location concerns, and took no further action. The committee also reviewed the third-quarter budget report and discussed the dog park and a potential Christmas tree program.

• Approved October 25, 2021 agenda (unanimous)
• Declined to purchase 155 E. Main St. for 9/11 memorial (no vote recorded)

Committee Meetings

The Development Activities Committee will discuss several land development agreements and security camera installations. The meeting also includes a third quarter budget review and a review of upcoming zoning applications.

• Financial security reduction request for Weaverland Mennonite Homes Land Development (1307 Apple Street)
• Monitoring well and agreement amendments for Ephrata Public Library property and Old Mill Road
• Subdivision and Land Development Agreement for Horst Plumbing (131 Cherry Street)
• Security camera installation discussions for Haller Mill and Eicher Arts Center
• Use Variance (Retail Sales) application for 923 W. Main Street

The Development Activities Committee reviewed four action items and will recommend Borough Council approve them at the November meeting. These include releasing $50,103 in remaining funds for completed improvements at 1307 Apple Street, installing four additional monitoring wells at the Turkey Hill property, executing a $6,418.50 agreement with Horst Plumbing, and adding security cameras to the Building Maintenance Capital project for the Haller property. The committee also discussed security camera quotes for the Eicher Arts Center and noted a new zoning variance request for 923 West Main Street.

• Approved October 25, 2021 agenda (unanimous)
• Will recommend release of $50,103.00 in funds for 1307 Apple Street improvements
• Will recommend approval of 4 additional monitoring wells at Turkey Hill property, 993 South State Street
• Will recommend execution of $6,418.50 Subdivision and Land Development Agreement with Horst Plumbing
• Will recommend adding $8,472.75 for 6 security cameras at Haller property to Building Maintenance Capital project

Committee Meetings

The Committee will consider awarding a bid for traffic signal upgrades at several intersections and reviewing construction plans from Comcast Cable Communications, LLC. Members will also discuss pedestrian safety regarding sidewalk installation and motor vehicle speeding concerns.

• Award of Bid #21-6 for traffic signal upgrades at SR 0272, SR 1018, Parkview Heights Road, and State Street intersections
• Comcast construction plans for Area E (including Lauren Lane and Bethany Road)
• Comcast construction plans for Area F (including North State Street and Hemlock Road)
• Discussion of sidewalk installation near 150 Heatherwood Drive
• 3rd quarter 2021 budget review

The Highway Committee reviewed bids and plans, recommending Borough Council award a $39,000 traffic signal upgrade contract to C.M. High, Inc. and conditionally approve two Comcast underground cable installations. The committee unanimously denied a citizen request for sidewalk along Parkview Heights Road adjacent to 150 Heatherwood Drive, instead recommending a waiver of the sidewalk requirement. These are recommendations to Borough Council, not final decisions.

• Recommended awarding traffic signal upgrade bid to C.M. High, Inc. for $39,000
• Recommended conditional approval of Comcast cable installation (Drawing No. 0931920019-E) with $203,425 performance guarantee
• Recommended conditional approval of Comcast cable installation (Drawing No. 0931920019-F) with $334,886 performance guarantee
• Denied sidewalk installation request at 150 Heatherwood Drive (unanimous)
• Recommended waiver of sidewalk requirement for 150 Heatherwood Drive

Voting Session

The Ephrata Borough Council is reconvening its voting session to consider action items, including enacting an ordinance and resolution to regulate small wireless facilities in public rights-of-way, and authorizing additional funds and a grant application for LED lighting at the Ephrata Public Library.

• Ordinance No. 1564: procedures for small wireless facilities in public right-of-way (Act 50 of 2021)
• Resolution 2021-38: wireless facilities design manual
• Additional $12,470.91 for library lighting match, total $32,470.91 (project estimate $64,941.82)
• Resolution 2021-39: Keystone Grant application for LED lighting at Ephrata Public Library

The council unanimously enacted Ordinance No. 1564 to regulate small wireless facilities in public rights-of-way and adopted Resolution 2021-38 for a wireless facilities design manual. It also authorized an additional $12,470.91 (total $32,470.91) as the 50% match for a Keystone Grant to replace lighting at the Ephrata Public Library, and adopted Resolution 2021-39 to file the grant application. All actions were unanimous.

• Enacted Ordinance No. 1564 regulating small wireless facilities in public right-of-way (unanimous)
• Adopted Resolution 2021-38 adopting a wireless facilities design manual (unanimous)
• Authorized additional $12,470.91 for library lighting match, total $32,470.91 (unanimous)
• Adopted Resolution 2021-39 authorizing Keystone Grant application for LED lighting at Ephrata Public Library (unanimous)

Committee Meetings

The committee will discuss utility bill responsibilities between tenants and landlords. The meeting also includes reviews of remote meeting participation and proposed Shade Tree Commission ordinances.

• Discussion on tenant/landlord utility bill responsibilities
• Review of remote meeting participation
• Review of proposed Shade Tree Commission responsibilities and draft ordinances

The Special Projects Committee discussed proposed changes to the residential rental permit process, including a two-step approach for new and existing permits. No formal decisions were made; the item will remain under old business for updates. A draft Shade Tree Ordinance is expected for the November meeting.

• No action items were taken; all items were discussion only
• Staff will no longer track down tenants with arrearages; owners will be responsible
• Rental permit process changes to be implemented after November 1 renewals
• Draft Shade Tree Ordinance expected for November committee meeting

Committee Meetings

The Municipal Enterprises Committee will vote on relocating a private shed for the Gross Run Streambank Restoration Project. The meeting also includes discussion items regarding the third-quarter report, a solar facility update, net metering, and smart meters.

• Action item: Gross Run Streambank Restoration Project Private Shed Relocation
• Discussion: 3Q Report
• Discussion: Staff Update on Solar Facility
• Discussion: Net Metering
• Discussion: Information on Smart Meters and AMI

The Municipal Enterprises Committee reviewed a staff recommendation to pay for relocating/replacing a resident's shed as part of the Gross Run Streambank Restoration Project. The committee will recommend Borough Council authorize payment not to exceed $6,000 from account 31-49-055-7600 at the November 8, 2021 meeting. No final decisions were made; the committee also discussed the 3rd Quarter Financial Report, solar facility status, and net metering, with a Smart Meters presentation postponed.

• Recommended Borough Council authorize up to $6,000 for shed relocation/replacement (Gross Run Streambank Restoration Project)

Committee Meetings

The Public Safety Committee is meeting to discuss routine monthly police and emergency management reports, a quarterly police budget report, and an update on an officer resignation. No action items are scheduled for this meeting.

• Monthly Police Reports
• Monthly Emergency Management Report
• Quarterly Police Budget Report
• Officer Resignation Update

The Public Safety Committee met on October 18, 2021, and approved the agenda as advertised. No action items were taken. The committee discussed the monthly police report, emergency management updates, the quarterly police budget, and an officer resignation. The meeting was informational, with no formal decisions made.

• Approved meeting agenda as advertised (unanimous)
• No action items were taken

Voting Session

The Ephrata Area Joint Authority is holding its regular voting session, where it will consider action items including a water system improvement agreement, a gate detail for a Clay Township project, and the suspension of work on the Pine and Walnut Street tank rehabilitation. The meeting also includes routine approvals of minutes, financial reports, and bills, along with an engineering update.

• 515 North Reading Road, LLC: Water System Improvement Agreement
• Pioneer Management, LLC: Wyndale - Clay Township Gate Detail
• Entech Engineering: Suspension of Work ~ Pine and Walnut Street Tank Rehabilitation

The Ephrata Area Joint Authority approved a water system improvement agreement with 515 North Reading Road, LLC, switching the party to 417 North Reading Road, LLC, with completion required before the occupancy permit expires on December 31, 2021. The board also conditionally approved a gate detail for the Wyndale development, with the HOA responsible for any water line damage, and approved a suspension of work on the Pine and Walnut Street Tank Rehabilitation due to material delays. All motions passed unanimously.

• Approved Water System Improvement Agreement with 515 North Reading Road, LLC, party switched to 417 North Reading Road, LLC (unanimous)
• Conditionally approved Gate Detail for Wyndale, with HOA responsible for water line damage (unanimous)
• Approved suspension of work on Pine and Walnut Street Tank Rehabilitation (unanimous)
• Approved meeting agenda as posted (unanimous)
• Approved minutes of September 9, 2021 (unanimous)
• Received and filed financial reports (unanimous)
• Approved payment of bills (unanimous)

Committee Meetings

The Ephrata Borough Civil Service Commission is meeting to handle routine business, including approving minutes and discussing the 2021/2022 police officer recruitment process and the 2020 annual report to council. No specific decisions or dollar amounts are listed on the agenda.

• Approval of minutes from July 14, 2021 and August 4, 2021 meetings
• Discussion of 2021/2022 police officer recruitment process
• Review of 2020 Civil Service Commission annual report to council

Committee Meetings

The Ephrata Borough Personnel Committee is meeting to discuss personnel matters, including the hire of a Borough Manager in executive session. The committee may approve revisions to the Borough Council Telecommunications Policy to forward to the full council for action in November. Other discussion items include job duties for a Social Media Specialist, revisions to council rules and guidelines, and reviews of job descriptions and evaluation documents.

• Executive session on Borough Manager hire
• Possible approval of Telecommunications Policy revisions for council action
• Discussion of Social Media Specialist job duties
• Possible revisions to Rules of Order, meeting guidelines, and Budget Night Policy
• Review of job descriptions for IT Manager, Project Engineer, Municipal Services Manager

The Personnel Committee reviewed and supported revisions to the Telecommunications Policy, Rules of Order, Council Meeting Guidelines, Committee Meeting Guidelines, and Budget Night Policy, with further edits to be made before council votes on November 8. The committee agreed to postpone advertising the Social Media Specialist position until the first quarter of 2022, possibly considering a consultant. The meeting was recessed and later reconvened with no business discussed.

• Approved adding language to the Telecommunications Policy to allow invited guests to participate remotely with council president consent, to be presented to council on November 8.
• Agreed to delay advertising the Social Media Specialist position until the first quarter of 2022, with alternatives like hiring a consultant considered.
• Moved the Social Media Specialist job description discussion to Old Business.
• Supported revisions to Rules of Order, Council Meeting Guidelines, and Committee Meeting Guidelines, with further edits to include recording rules, for council approval on November 8.
• Agreed to amend the Budget Night Policy to note it falls under the Sunshine Act as a Closed Meeting, for council consideration on November 8.
• Recessed the meeting to reconvene after the October 12 Executive Session, but the reconvened meeting was adjourned with no business discussed.

Voting Session

The Borough Council is meeting to vote on several land development plans, including a project for Horst Plumbing at 131 Cherry Street. The session also includes decisions on municipal appointments, new parking regulations, and the purchase of a new Ford F-350.

• Establish monthly refuse fees of $20.75 and recycling fees of $10.75
• Authorize $78,150 for a new 2022 Ford F-350 from Whitmoyer Auto Group
• Approve land development plan waivers and driveway access for Horst Plumbing at 131 Cherry Street
• Enact Ordinance No. 1563 to prohibit parking on the west side of Railroad Avenue
• Appoint Salzmann Hughes, P.C. as Assistant Solicitor via Resolution 2021-35

Ephrata Borough Council approved the final land development plan for Horst Plumbing at 131 Cherry Street, including four waivers and a third driveway at the private easement, subject to addressing HRG comments. The council also authorized issuing sketch plan comments to the Richard L. Sensenig Company for a proposed residential subdivision in Lincoln Heights, despite resident concerns. The meeting was recessed until October 18, 2021.

• Approved Final Land Development Plan for Horst Plumbing, 131 Cherry Street (unanimous)
• Approved 4 waivers/modifications for Horst Plumbing plan (unanimous)
• Approved third driveway at private easement for Horst Plumbing (unanimous)
• Authorized issuing sketch plan comments to Richard L. Sensenig Company (unanimous)
• Adopted Resolution 2021-36 setting refuse fees at $20.75 and recycling at $10.75 per month (unanimous)
• Approved $78,150 purchase of 2022 Ford F-350 dump truck (unanimous)
• Enacted Ordinance No. 1563 adding parking prohibition on west side of Railroad Avenue (unanimous)
• Suspended two police officers without pay for one and two days respectively (unanimous)

Regular Meeting

The Authority will review financial reports and approve bills, including an invoice from Becker Engineering, LLC. The meeting includes actions regarding the WWTF No. 1 Biosolids Project, such as advertising for public bidding and managing payments to Bioforcetech.

• Payment approval for Becker Engineering, LLC Invoice 21825 (WWTF No. 1 Biosolids Project)
• Repeal of July 12, 2021, action regarding Requisition #1 to Bioforcetech
• Authorization of Bioforcetech Payment Request #1 via Fulton Bank, Trustee
• Advertising for public bidding for the WWTF No. 1 Biosolids Project
• Establishment of a Service Award for Board Members and Staff

The Ephrata Borough Authority approved several actions, including authorizing GHD to advertise the WWTF No. 1 Biosolids Project for public bidding with a December 1, 2021 deadline, and establishing service awards for board members and staff. They also repealed a prior requisition to Fulton Bank for Bioforcetech and approved a new one, approved a gate installation for Home Towne Square and Wyndale, and approved consulting services for D. Robert Thompson. All votes were unanimous.

• Approved $300 payment to Becker Engineering (Invoice No. 21825) (unanimous)
• Repealed July 12, 2021 action approving Requisition #1 to Fulton Bank for Bioforcetech (unanimous)
• Approved Requisition #1 (dated Oct 11, 2021) to Fulton Bank for Bioforcetech (unanimous)
• Authorized GHD to advertise WWTF No. 1 Biosolids Project for bidding, deadline Dec 1, 2021 (unanimous)
• Approved unlocked swing arm gate between Home Towne Square and Wyndale (unanimous)
• Established service awards for board/staff, ordered 25 coasters and 5 holders (unanimous)
• Approved Becker Engineering consulting proposal for D. Robert Thompson, effective Jan 17, 2022 (unanimous)

Work Session

The Ephrata Borough Council will discuss and potentially act on several items, including appointing a new borough manager, setting monthly refuse and recycling fees, and reviewing development plans. The agenda also includes resolutions on legal counsel and power supply contracts, as well as ordinances on parking and small wireless facilities.

• Resolution 2021-35: Appointing an Assistant Solicitor
• Resolution 2021-36: Establishing Monthly Refuse and Recycling Collection Fees
• Horst Plumbing (131 Cherry Street): Land Development Plan
• Ordinance 1563: Parking prohibition on Railroad Avenue
• Purchase of 2022 Ford F-350 4x4 Dump Truck

Council unanimously appointed Michael R. McKenna as Borough Manager, effective January 15, 2022. The meeting was dominated by resident opposition to a proposed Sensenig Co. sketch plan for 24 semi-detached homes and 3 garages in Lincoln Heights; Council took no action on the plan, only agreeing to forward public comments to the developer. Council also reviewed committee recommendations for the October 11 voting session, including a sanitation rate increase and a new dump truck purchase.

• Appointed Michael R. McKenna as Borough Manager effective January 15, 2022.
• Approved the meeting agenda as posted.
• Agreed to include public comments from the September 27 and October 4 meetings in the sketch plan comments to be released to the Sensenig Co. applicant.
• Tabled a review of a letter regarding 1522 Lincoln Heights Avenue until next month.
• Agreed to meet on October 18, 2021, to act on Ordinance No. 1564 regarding small wireless facilities.
• Heard committee recommendations for the October 11 voting session, including a sanitation rate increase and a new dump truck purchase.

Work Session

The Ephrata Borough Council work session covers resolutions on refuse and recycling fees, appointment of an assistant solicitor, and a recommendation to appoint Michael R. McKenna as Borough Manager. The council will also discuss land development plans, a parking ordinance, and various event requests.

• Resolution 2021-36: Establishing monthly refuse and recycling collection fees
• Resolution 2021-35: Appointing an Assistant Solicitor and terminating prior appointments
• Ordinance 1563: Parking prohibition on Railroad Avenue west side, 13 feet north of East Sunset Avenue
• Unbudgeted purchase of a 2022 Ford F-350 4x4 dump truck from Mobile Equipment Fund
• Recommendation to appoint Michael R. McKenna as Borough Manager effective January 15, 2022

The Ephrata Borough Council Work Session reviewed committee recommendations for the upcoming voting session, including approving the promotion of two officers to Sergeant, accepting federal funding from the American Rescue Plan Act, and authorizing several land development and easement agreements. The council also ratified a federal grant for emergency law enforcement costs and approved employee evaluation guidelines. No final votes were taken on these items; they are scheduled for the September 13, 2021 meeting.

• Ratified acceptance of $6,069.14 from the U.S. Department of Justice Emergency Federal Law Enforcement Assistance Grant.
• Approved the Ephrata Borough Council Employee Evaluation Guidelines as revised by the Personnel Committee.
• Approved the Ephrata Borough Council Performance Evaluation Process as revised by the Personnel Committee.
• Recommended approval of Resolution 2021-33 to add authorized persons to Morgan Stanley pension/retirement investment account statements.
• Recommended approval of Resolution 2021-34 to accept American Rescue Plan Act federal funding and establish the American Rescue Plan Fund.
• Recommended approval of the Garden Spot Auto Auction land development plan with waivers, deferrals, and conditions.
• Recommended approval of the Subdivision and Land Development Agreement with Garden Spot Auto Auction for $74,261.55.
• Recommended approval of a Stormwater Operation and Maintenance Agreement with Garden Spot Auto Auction.

Committee Meetings

The Budget and Finance Committee will consider appointing an assistant solicitor and discuss the 2022 sanitation budget with recommended pricing adjustments for refuse and recycling. Discussion items include American Rescue Plan lost revenue calculation, closing the pension audit for 2017-2020, and various financial matters.

• Resolution 2021-35 appointing an Assistant Solicitor and terminating prior appointments
• 2022 Sanitation Budget and recommended pricing adjustments for refuse and recycling
• American Rescue Plan 2020 Lost Revenue Calculation
• Closing of Pension Audit for Years 2017-2020
• Credit Card Fees/Springbrook Cloud

The Budget & Finance Committee recommended Borough Council adopt a resolution appointing Salzmann Hughes, P.C. as Assistant Solicitor and a resolution setting 2022 sanitation rates at $20.75 for refuse and $10.75 for recycling, effective January 1, 2022. The committee also discussed a $1.7 million lost revenue calculation under the American Rescue Plan Act and a $38,968 state aid underpayment to the pension plan. No final decisions were made; all recommendations are pending Council action on October 11, 2021.

• Recommended adoption of Resolution 2021-35 appointing Salzmann Hughes, P.C. as Assistant Solicitor
• Recommended 2022 sanitation rates of $20.75 refuse and $10.75 recycling, effective Jan 1, 2022

Committee Meetings

The committee will consider requests to place luminaries for Veterans Day and host a Trunk or Treat event. Members will also discuss community pool staffing updates and a proposed Christmas tree farm.

• Request for Veterans Day luminaries at WERT and Winters Memorial
• Request to host Trunk or Treat in Borough Hall parking lot
• Discussion on Community Pool staffing issues
• Discussion on proposed future Christmas Tree Farm
• Update on Dog Park

The Community Services Committee voted to recommend Borough Council approve two event requests: Mainspring of Ephrata's Veterans Day luminary display at WERT and Winters Memorial, and the Cocalico Valley VFW Auxiliary's Trunk or Treat in the Borough Hall parking lot. Both recommendations are subject to the groups providing certificates of insurance naming the Borough as additional insured. The committee also discussed pool staffing shortages and a potential Christmas tree program, but took no action on those items.

• Approved agenda for September 27, 2021 (unanimous)
• Recommended approval of Mainspring of Ephrata luminary event for Veterans Day, subject to insurance certificate
• Recommended approval of VFW Trunk or Treat event on October 27, subject to insurance certificate

Committee Meetings

The Development Activities Committee will discuss several land development and sketch plans, a traffic impact letter, and a possible agreement with Millersville University. These discussions may lead to action by the Committee and Borough Council at their October meetings. The agenda also includes discussions on safeguarding Haller Mill property and installing a path to the Skatepark.

• Land Development plan approval for Horst Plumbing (131 Cherry Street)
• Residential sketch plan for Richard L. Sensenig Co. (Lincoln Heights Avenue to Marilyn Avenue)
• Residential sketch plan for 2019 East Fulton Street
• RGS Associates letter on traffic impacts from 1522 Lincoln Heights Avenue
• Memorandum of Understanding with Millersville University

The Development Activities Committee reviewed several land development plans and will recommend Borough Council approve the Horst Plumbing final land development plan, including a third curb cut and four waivers, subject to HRG comments. The Committee also reviewed sketch plans for a 24-home subdivision in Lincoln Heights and a 4-lot subdivision at 219 East Fulton Street, recommending Council authorize staff to issue comments. A letter regarding 1522 Lincoln Heights Avenue was tabled for further research.

• Recommended approval of Horst Plumbing final land development plan with 4 waivers and third curb cut (unanimous)
• Recommended Council authorize staff to issue sketch plan comments for Lincoln Heights subdivision (24 semi-detached homes)
• Recommended Council authorize staff to issue sketch plan comments for 219 East Fulton Street subdivision (4 lots)
• Tabled review of 1522 Lincoln Heights Avenue letter for file research
• Recommended Council authorize execution of MOU with Millersville University for property cataloguing

Committee Meetings

The committee will consider appointments to the Pennsylvania Municipal Electric Association and American Municipal Power boards. Members will also review a model ordinance regarding Act 50 and receive staff updates on the solar facility.

• Appointment to Pennsylvania Municipal Electric Association Board of Directors
• Appointment to American Municipal Power Board of Trustees
• Authorization to Execute Wholesale Energy Purchase
• Review of Model Ordinance regarding Act 50 of PA General Assembly
• Staff update on solar facility and solar net metering comparisons

The Municipal Enterprises Committee reviewed and discussed several action items, recommending that Borough Council appoint Stephen Morrison to the Pennsylvania Municipal Electric Association Board and as primary member to the American Municipal Power Board of Trustees, with D. Robert Thompson as alternate. The Committee also recommended authorizing the Borough Secretary to execute wholesale energy purchasing within a council-determined range, and enacting Ordinance No. 1564 to regulate small wireless facilities per Act 50 of 2021. No final decisions were made; all items are recommendations for the October 11, 2021 Borough Council meeting.

• Recommended Morrison for PMEA Board appointment
• Recommended Morrison as primary, Thompson as alternate for AMP Board
• Recommended authorizing Borough Secretary for wholesale energy purchasing
• Recommended enacting Ordinance No. 1564 for small wireless facilities

Committee Meetings

The Ephrata Borough Highway Committee will discuss several action items, including a possible parking restriction ordinance on Railroad Avenue, a sidewalk installation near 150 Heatherwood Drive, and an unbudgeted purchase of a Ford F-350 dump truck. These items may be forwarded to Borough Council for action at their October 11, 2021 meeting. The committee will also discuss citizen traffic concerns and other matters.

• Ordinance to restrict parking along a section of Railroad Avenue
• Sidewalk installation adjacent to 150 Heatherwood Drive for pedestrian safety
• Unbudgeted request to purchase a Ford F-350 Dump Truck from mobile equipment fund
• Signage and parking space simplification at Locust Street parking lot
• Closure of Railroad Avenue for Veteran's Day event on November 11, 2021

The Highway Committee reviewed several action items and will recommend Borough Council enact Ordinance No. 1563 to add parking prohibitions on the west side of Railroad Avenue. The Committee will also recommend authorizing an unbudgeted expenditure of $28,658 from the mobile equipment fund to purchase a new 2022 Ford F-350 dump truck for $78,150, replacing truck #69. Additional recommendations include approving signage for the Locust Street parking lot and closing Railroad Avenue on November 11, 2021 for a Veteran's Day event. The Committee denied a property owner's request for cost-sharing to remove trees at 203 Park Avenue, citing lack of Borough responsibility.

• Recommended Ordinance No. 1563 adding parking prohibitions on west side of Railroad Avenue
• Recommended $28,658 unbudgeted expenditure for new 2022 Ford F-350 dump truck ($78,150 total)
• Recommended approval of additional signage for Locust Street parking lot
• Recommended approval of Railroad Avenue closure for Veteran's Day event on Nov 11, 2021
• Denied cost-sharing request for tree removal at 203 Park Avenue
• Directed staff to research sidewalk deferral agreements on Parkview Heights Road
• Agreed no further action on Steinmetz Road speeding concerns
• Agreed no further action on Spruce Alley traffic concerns

Committee Meetings

The Public Safety Committee is meeting to discuss the 2022 police officer hiring process, monthly police and emergency management reports, and an update from the Lincoln Fire Company on current and future projects. No action items are listed, so the meeting is primarily for discussion.

• Discussion of 2022 Police Officer Hiring Process
• Monthly Police Reports
• Monthly Emergency Management Report
• Lincoln Fire Company update on current and future projects

The Public Safety Committee met on September 20, 2021, and approved the agenda as advertised under Act 65 of 2021. No action items were taken. The committee discussed the 2022 police officer hiring process, monthly police and emergency management reports, and updates from the Lincoln Fire Company, including plans to obtain a QRS License. The meeting was adjourned at 7:24 PM.

• Approved the agenda as advertised under Act 65 of 2021 (motion by Mr. Richard, seconded by Mr. Ressler, passed unanimously)
• Discussed 2022 police officer hiring due to upcoming retirements and the need for a Civil Service Commission eligibility list
• Reviewed monthly patrol and support services reports, including accident data, citation activity, and storm response
• Heard emergency management update noting 19 COVID patients at WellSpan Ephrata Hospital and plans for booster shot distribution
• Received Lincoln Fire Company update on fire safety education, bylaws review, engine replacement committee, and QRS License application

Committee Meetings

The Special Projects Committee is meeting to discuss, not vote on, a proposed Shade Tree Commission structure and draft ordinances. They will also revisit old business on tenant/landlord utility bill responsibilities and remote meeting participation. No action items are on the agenda.

• Review proposed Shade Tree Commission responsibilities and draft ordinances
• Discussion of tenant/landlord utility bill responsibilities
• Discussion of remote meeting participation

The Special Projects Committee discussed changing the Shade Tree Commission's role from an enforcement entity to an advisory agency, with Borough Council handling enforcement through its Codes Enforcement Office. The Committee requested a revision to Chapter 297 to reflect this change, and a draft will be prepared for a future meeting. No formal action was taken.

• Requested revision of Chapter 297 to make Shade Tree Commission advisory (no vote)
• Discussed shifting enforcement to Borough Council Codes Enforcement Office

Regular Meeting

The Ephrata Borough Planning Commission is meeting to review and take action on four subdivision plans. These include a 7-lot subdivision on East Main Street, a 24-lot residential sketch plan on Lincoln Heights/Marilyn Avenues, a 4-lot sketch plan on East Fulton Street, and a township subdivision plan on Lincoln Heights Avenue for traffic impact comments.

• Zimmerman 7 Lot Subdivision Preliminary/Final Plan (600 Block of East Main Street)
• Richard L. Sensenig 24 Lot Residential Subdivision Sketch Plan (Lincoln Heights Avenue/Marilyn Avenue)
• 219 East Fulton Street 4 Lot Subdivision Sketch Plan
• 1500 Block of Lincoln Heights Avenue Ephrata Township Subdivision Plan (traffic impacts)

Voting Session

The Ephrata Borough Council is holding its regular voting session. Key actions include approving the final land development plan for Garden Spot Auto Auction with several waivers, authorizing 2022 pension contributions totaling over $1.39 million, and accepting federal funding from the American Rescue Plan Act. The council will also consider promotions, street closures, and various agreements.

• Final Land Development Plan for Garden Spot Auto Auction, with waivers and deferrals
• 2022 pension payments: Police $718,705, Borough $590,804, Retirement $88,515
• Resolution 2021-34 accepting American Rescue Plan Act funding
• Promotion of Officer Daniel Albaugh and Detective Kenneth Lockhart to Sergeant
• Street closure for VFW Jack Frost parade on Oct 27, 2021

Ephrata Borough Council approved several key items, including accepting federal American Rescue Plan Act funding, promoting two officers to sergeant, and approving the Garden Spot Auto Auction land development plan with waivers. The council also enacted an ordinance amending the Borough Authority's articles of incorporation and authorized various agreements, including a waterline easement for Ephrata Mennonite School. All votes were unanimous.

• Adopted Resolution 2021-34 to accept American Rescue Plan Act funding and establish a separate fund for it.
• Approved the promotion of Officer Daniel Albaugh and Detective Kenneth Lockhart to Sergeant, effective October 11, 2021.
• Approved the final land development plan for Garden Spot Auto Auction, including waivers and deferrals.
• Enacted Ordinance 1562 approving the Borough Authority's Articles of Incorporation Amendment.
• Authorized execution of a waterline easement with Ephrata Mennonite School.
• Approved UGI Utilities' gas service installations at 31 East Franklin Street and 320 Church Avenue.
• Approved the 2022 Pension Certification Reports with a total minimum municipal obligation of $1,398,024.
• Ratified payment of bills totaling $876,805.19.

Committee Meetings

The Ephrata Borough Personnel Committee is meeting to discuss benefits for a potential Borough Manager hire in executive session. The committee will also review several long-held items, including job descriptions, evaluation documents, and a social media intern position, as well as possible revisions to committee guidelines and policies.

• Discussion of benefits for potential Borough Manager hire
• Social Media Intern job duties discussion
• Revision of Evaluation Documents
• Review of Job Descriptions for IT Manager, Project Engineer, Municipal Services Manager
• Amend Telecommunications Policy

The Personnel Committee discussed creating a full-time Social Media Specialist position, aiming to approve a job description by November and advertise before year-end. They also agreed to amend committee report and agenda guidelines, review employee handbook changes, and continue performance evaluation revisions. No formal decisions were made; all items are scheduled for further discussion in October.

• Agreed to amend §8 of Committee Meeting Guidelines to include guest names in reports
• Agreed to update agenda language in §3.E to include SB554 provisions revising Act 65
• Agreed to add a section on meeting agenda guidance to Borough Council Meeting Guidelines
• Decided to continue discussion on Borough Manager and Chief of Police performance evaluations next month
• Confirmed November workshop with 6:00 PM start time
• Decided no changes to §8 of Telecommunications Policy, only housekeeping revisions
• Agreed to meet in Executive Session on October 12 to discuss Employee Evaluation compilation

Regular Meeting

The Ephrata Borough Authority is meeting to approve minutes, financial reports, and bills, and to act on several action items including sewer capacity requests and payments for engineering services. They will also discuss a biosolids award and receive an operations report.

• Payment approval for GHD, Inc. invoice for Ephrata Solids Processing and Handling Design
• Payment approval for Becker Engineering invoice for WWTF No. 1 Biosolids Project
• Sanitary sewer capacity request by Roger Leed at 219 E. Fulton Street
• Sanitary sewer capacity request by C. B. Burkholder, Inc. at 880 N. State Street
• Discussion of PWEA 2021 Beneficial Use of Biosolids Award

The Ephrata Borough Authority approved two task orders with GHD, Inc. for construction management services on the Solids Processing and Handling Upgrades Project: Task Order No. 2 at a cost not to exceed $30,000 and Task Order No. 3 at a cost not to exceed $1,036,000. The board also approved the payment breakdown for a GHD invoice, a Becker Engineering invoice, and two sanitary sewer capacity requests. All motions passed unanimously.

• Approved meeting agenda as publicly posted.
• Approved minutes from August 9, 2021, and August 26, 2021, meetings.
• Approved financial reports via roll call vote.
• Ratified payment of bills via roll call vote.
• Approved payment breakdown of GHD, Inc. Invoice No. 380-0000309 ($71,823.20 total).
• Approved payment of $1,830.00 for Becker Engineering Invoice No. 21674.
• Approved sanitary sewer capacity request for Roger Leed, 219 E. Fulton Street (3 HUVs).
• Approved sanitary sewer capacity request for C.B. Burkholder, Inc., 880 N. State Street (165 GPD).

Voting Session

The Ephrata Area Joint Authority will vote on two engineering contracts: one for surveying, design, and permitting services for a water main extension on East Main Street, and another for contract documents for the Pine and Walnut Street tank rehabilitation project. The meeting also includes routine approvals of minutes, financial reports, and bill payments.

• Becker Engineering proposal for East Main Street water main extension (between Spring Garden Street and Ridge Avenue)
• Entech Engineering contract documents for Pine and Walnut Street tank rehabilitation project
• Approval of August 12, 2021 minutes
• Approval of financial reports and payment of bills

The Ephrata Area Joint Authority approved an amended agenda to add and then approve an Agreement for Construction Contract and Notice to Proceed for the Pine and Walnut Street Tank Rehabilitation project with DN Tanks, Inc. The board also approved a Becker Engineering proposal for the East Main Street water main extension project, the August 12, 2021 minutes, financial reports, and payment of bills. Engineering updates noted an excellent rating for the Mission Dam inspection and cost savings from new Real Time Control equipment.

• Approved amended agenda to add action item for Pine and Walnut Street Tank Rehabilitation contract
• Approved Agreement for Construction Contract and Notice to Proceed for Pine and Walnut Street Tank Rehabilitation with DN Tanks, Inc.
• Approved Becker Engineering proposal for survey, design, engineering, permitting and bidding services for East Main Street water main extension
• Approved minutes of August 12, 2021
• Received and filed financial reports
• Approved payment of bills

Work Session

The Ephrata Borough Council will discuss several items at its work session, including accepting federal American Rescue Plan Act funding, reviewing land development plans, and considering police sergeant promotions. The agenda also includes routine items like committee reports and citizen comments.

• Resolution 2021-34: Acceptance of federal funding from the American Rescue Plan Act
• Land development plans from Horst Plumbing and Garden Spot Auto Auction
• Sergeant promotions for Officer Daniel Albaugh and Detective Kenneth Lockhart
• UGI Utilities gas service extension agreements for 31 E. Franklin Street and 320 Church Avenue
• Ratification of $6,069.14 federal grant for emergency law enforcement overtime

The Ephrata Borough Council work session on September 7, 2021, was primarily a discussion session, with no final votes taken. However, the council unanimously approved several committee recommendations, including ratifying acceptance of a $6,069.14 federal law enforcement grant, approving revised employee evaluation guidelines and performance evaluation process, and forwarding recommendations for police sergeant promotions to the next voting session. The council also discussed various citizen concerns, including speeding on S. State Street, and tabled a land development plan for Horst Plumbing at the applicant's request.

• Approved the meeting agenda as posted.
• Ratified acceptance of a $6,069.14 federal law enforcement assistance grant.
• Approved the Ephrata Borough Council Employee Evaluation Guidelines as revised.
• Approved the Ephrata Borough Council Performance Evaluation Process as revised.
• Forwarded recommendation to promote Officer Daniel Albaugh and Detective Kenneth Lockhart to Sergeant, effective October 11, 2021.
• Tabled the Horst Plumbing land development plan at the applicant's request.
• Recommended approval of Garden Spot Auto Auction land development plan, waivers, and agreements for the September 13, 2021 meeting.
• Recommended approval of UGI gas service installations and the Jack Frost parade street closure for the September 13, 2021 meeting.

Regular Meeting

The Ephrata Borough Authority conditionally approved a revised Letter of Directive of Payment Agreement with Bioforcetech for the pre-procurement of equipment. The approval includes amendments requiring signatures from both the Chairman and Treasurer, a signature block for Bioforcetech officials, and language stating the Authority's obligation is satisfied once payment is received by the Surety. The motion passed unanimously via roll call vote.

• Conditionally approved revised Letter of Directive of Payment Agreement with Bioforcetech (unanimous)
• Amended letter to include signatures of Chairman and Treasurer
• Added signature block for Bioforcetech officials
• Added verbiage that Authority's obligation is satisfied upon Surety receipt of payment
• Added requirement that letter be in form acceptable to Authority's Solicitor

Committee Meetings

The Highway Committee reviewed and will recommend Borough Council approve UGI Utilities gas service installations at 31 East Franklin Street and 320 Church Avenue, with escrow payments of $1,487.64 and $3,152.60 respectively. It also recommends conditional approval of a VFW parade street closure on South State Street. No final decisions were made; all items are recommendations for the September Council meeting.

• Recommended approval of UGI gas line at 31 East Franklin Street
• Recommended approval of UGI gas line at 320 Church Avenue
• Recommended conditional approval of VFW parade street closure on South State Street
• Directed staff to research 1970-1971 minutes for tree planting records
• Directed staff to review parking easement with Laundromat and bank
• Directed staff to provide 10-year accident reports for Steinmetz Road

Committee Meetings

The Budget and Finance Committee will consider resolutions regarding Morgan Stanley authorized persons and the acceptance of federal American Rescue Plan Act funding. The committee will also discuss pension reviews, solicitor invoices, and potential revenue sources.

• Resolution 2021-34: Authorizing acceptance of American Rescue Plan Act federal funding
• Resolution 2021-33: Morgan Stanley authorized persons and enabling resolutions
• Discussion of 2nd Qtr. 2021 Pension Review
• Discussion of Zoning Hearing Board vacancy
• Review of Borough Solicitor Invoice

The Budget & Finance Committee reviewed two resolutions for Borough Council action: Resolution 2021-33 to add authorized persons to Morgan Stanley pension account statements, and Resolution 2021-34 to accept federal American Rescue Plan Act funding and establish a separate fund. Both will be recommended for adoption at the September 13, 2021 Council meeting. The committee also discussed ARPA expenditure options, pension improvements, and staff reports, but no final decisions were made.

• Recommended Resolution 2021-33 (Morgan Stanley pension account authorized persons) for Council adoption
• Recommended Resolution 2021-34 (ARPA fund acceptance and establishment) for Council adoption

Committee Meetings

The Development Activities Committee is reviewing land development plans for Horst Plumbing and Garden Spot Auto Auction. The meeting also includes discussions regarding McDonald's drive-through traffic and a skatepark path.

• Land Development Plan Approval – Horst Plumbing
• Land Development Plan Approval – Garden Spot Auto Auction
• Subdivision and Land Development Agreement – Garden Spot Auto Auction
• Stormwater O&M Agreement – Garden Spot Auto Auction
• Ephrata Mennonite School Waterline Easement

The Development Activities Committee reviewed several land development plans. It recommended Borough Council approve the Garden Spot Auto Auction final land development plan with waivers and deferrals, and execute related agreements totaling $74,261.55. The Horst Plumbing plan was tabled at the applicant's request. The committee also recommended executing a waterline easement for Ephrata Mennonite School.

• Recommended approval of Garden Spot Auto Auction final land development plan with 4 waivers, 3 deferrals, subject to HRG comments (committee action)
• Recommended authorization to execute Subdivision and Land Development Agreement for Garden Spot Auto Auction, $74,261.55 (committee action)
• Recommended authorization to execute Stormwater Operation and Maintenance Agreement for Garden Spot Auto Auction (committee action)
• Recommended authorization to execute waterline easement with Ephrata Mennonite School (committee action)
• Tabled Horst Plumbing land development plan at applicant's request (committee action)

Regular Meeting

The Ephrata Planning Commission will meet on August 17, 2021, to discuss one new plan. The meeting agenda is limited to the review of the Garden Spot Auto Auction Land Development Plan.

• Garden Spot Auto Auction Land Development Plan

Committee Meetings

The committee will consider amendments to the Borough Ordinance Approving Authority and authorize Gross Run landowner-grantee agreements. Staff will also provide updates on the Peaking Generator Project.

• Borough Ordinance Approving Authority Articles of Amendment
• Gross Run Landowner-Grantee Agreements
• Peaking Generator Project staff updates
• Resident inquiry regarding PCA calculation and Electric Dept. practices

The Municipal Enterprises Committee reviewed and discussed Ordinance 1562, which approves amendments to the Borough Authority Articles of Incorporation, and will recommend that Borough Council enact it at the September 13, 2021 meeting. The Committee also reviewed authorization to execute Gross Run Landowner-Grantee Agreements and will recommend council authorize execution at the same meeting. No final decisions were made by the Committee; these are recommendations for council action.

• Recommended Borough Council enact Ordinance 1562 approving Borough Authority Articles of Incorporation Amendment
• Recommended Borough Council authorize execution of Gross Run Landowner-Grantee Agreements

Committee Meetings

The committee will meet in executive session to discuss sergeant promotions. The meeting also includes reviews of the monthly police and emergency management reports.

• Sergeant promotions (Executive Session)
• Monthly Police Report
• Monthly Emergency Management Report

The Public Safety Committee unanimously approved promoting Officers Daniel Albaugh and Kenneth Lockhart to Sergeant, effective October 11, 2021, with a one-year probationary period. The recommendation will be forwarded to Borough Council for a vote. The committee also discussed police reports, emergency management, and a resident's concern about kratom sales, but no other formal actions were taken.

• Approved promotion of Officer Daniel Albaugh to Sergeant (unanimous)
• Approved promotion of Detective Kenneth Lockhart to Sergeant (unanimous)

Committee Meetings

The Special Projects Committee will discuss remote meeting participation and responsibilities regarding shade trees. The committee will also revisit old business concerning utility bill responsibilities for tenants and landlords.

• Discussion on remote meeting participation
• Discussion on shade tree responsibilities
• Review of tenant/landlord utility bill responsibilities

The Special Projects Committee met on August 16, 2021, with no action items. They discussed eliminating remote participation at public meetings in favor of live streaming, following the termination of the Governor's emergency declaration. They also reviewed proposed changes to the Borough's tree and electricity codes regarding tree trimming, requesting additional time to review and sending the ordinance to a former Shade Tree Commission chair for comments. Both items will be discussed further at the September 20 committee meeting.

• No action items taken at August 16 meeting
• Discussed eliminating remote participation in favor of live streaming
• Requested Borough Manager send proposed tree ordinance to former Shade Tree Commission chair for comments
• Tabled review of proposed tree ordinance changes to September 20 meeting

Voting Session

The Ephrata Area Joint Authority is meeting to approve minutes, hear public comments, and review financial reports. Key actions include setting a water rate for Akron Borough, authorizing bond issuance, and discussing several project and agreement items. The board will also consider waiver requests and amendments to the Sunshine Act.

• Resolution 2021-6: Setting water rate for Akron Borough
• Resolution 2021-7: Authorizing 2021 Bonds
• Pine Street and Walnut Street Rehabilitation Projects
• 515 N. Reading Road Improvement Agreement
• Good's Store, L.P. (Old Kmart Site): Waiver Requests

The Ephrata Area Joint Authority approved a resolution authorizing the issuance of water revenue notes or bonds to refinance existing debt and borrow an additional $1.75 million for the East Main Street Water Main Replacement Capital Project. The board also awarded a $349,900 contract for the Pine Street and Walnut Street Rehabilitation Projects to DN Tanks, LLC, and granted waiver requests for the Good's Store (Old Kmart Site) property. All actions passed unanimously.

• Adopted Resolution 2021-6 setting water rate for Akron Borough over 50,000 gallons/day (unanimous)
• Adopted Resolution 2021-7 authorizing $1.75M borrowing for East Main Street water main replacement (unanimous)
• Awarded Pine Street and Walnut Street Rehabilitation Projects to DN Tanks, LLC for $349,900 (unanimous)
• Granted Good's Store waiver requests with notation on Land Development Plan (unanimous)
• Approved minutes of July 8, 2021 (unanimous)
• Received and filed financial reports (unanimous)
• Approved payment of bills (unanimous)

Committee Meetings

The Personnel Committee met on August 9 and reconvened on August 10, discussing several personnel matters. They decided to amend the Salaried Employee Handbook, consolidate employee evaluation documents, and plan a November workshop. A proposal to compensate Borough Council members was defeated at the committee level. No formal votes were taken; decisions were recommendations for future Council action.

• Defeated compensation for Borough Council at committee level
• Instructed Rowe to research Salaried Employee Handbook changes
• Decided to use Performance Management Process Form for 2021 evaluations
• Agreed to amend Guidelines for Employee Evaluations and related forms
• Planned November 2021 workshop with RTK officer Fasnacht
• Prioritized job description evaluations for September 13 meeting

Voting Session

The Ephrata Borough Council is holding its regular voting session, where it will consider a consent agenda and standing committee recommendations. The main actionable item is a conditional approval for Boy Scout Troop 38 to use the Major Winters Memorial Trail parking lot and Borough Hall parking lot for a fundraiser during the 2021 Ephrata Fair, subject to insurance requirements. The meeting also includes approval of minutes, acceptance of various committee and departmental reports, and approval of checks.

• Conditional approval for Boy Scout Troop 38 to use Major Winters Memorial Trail parking lot and Borough Hall parking lot for Ephrata Fair fundraiser
• Approval of checks 45691 through 45908 and ACH register dated July 28, 2021
• Acceptance of July 2021 reports from fire companies, ambulance, emergency management, and other departments
• Approval of minutes from July 6 and July 12, 2021 meetings

Ephrata Borough Council awarded the waste and recyclable materials collection contract to Republic Services of PA, LLC in the amount of $705,389.76 for the first year, despite a protest from Eagle Disposal. The council also approved several other items, including payments to Mainspring of Ephrata and Trago Mechanical, a fire alarm system replacement, and various agreements and resolutions. All votes were unanimous.

• Awarded Bid #21-5 waste/recycling contract to Republic Services (unanimous)
• Approved $86,347 payment to Mainspring of Ephrata (unanimous)
• Authorized $5,535 payment to Trago Mechanical for library HVAC (unanimous)
• Approved Mainspring alcohol permit for Sept 15 event (unanimous)
• Authorized fire alarm system replacement using capital funds (unanimous)
• Approved Boy Scout Troop 38 parking lot use for Ephrata Fair (unanimous)
• Adopted Resolution 2021-31 for bituminous price adjustment (unanimous)
• Approved UGI gas main installation with conditions (unanimous)

Regular Meeting

The Ephrata Borough Authority approved several items, including financial reports, bill payments, and two resolutions: one for an intergovernmental cooperation agreement with Clay Township and Ephrata Borough, and another to increase the board's membership. They also approved sewer capacity requests for the Village of East Cocalico and Good's Store, and discussed upcoming Sunshine Law changes.

• Approved July 2021 financial reports (unanimous)
• Ratified July 2021 payment of bills (unanimous)
• Approved payment breakdown for GHD Invoice No. 165106 (unanimous)
• Approved payment of $1,710.00 to Becker Engineering (unanimous)
• Adopted Resolution 2021-11 for intergovernmental cooperation agreement (unanimous)
• Adopted Resolution 2021-12 to increase board membership (unanimous)
• Approved 124 HUVs capacity request for Village of East Cocalico (unanimous)
• Approved 4,400 gpd capacity request for Good's Store (unanimous)

Work Session

The Ephrata Borough Council is holding a work session to discuss committee actions and recommendations, including budget requests, contract awards, and event permits. Items include a waste collection contract bid, sewer service agreements, and various event and maintenance requests. No final votes are expected at this work session.

• Award of Bid #21-5 for waste & recyclable collection to Republic Services of PA, LLC, Marietta, PA
• Resolution No. 2021-29: Sewer Service Agreement between Ephrata Borough, Clay Township, and Ephrata Borough Authority
• Resolution No. 2021-30: Consent Agreement between Ephrata Borough and Clay Township
• Ephrata Public Library HVAC repair invoice from Trago Mechanical, Inc.
• Borough Hall fire alarm system replacement

The Ephrata Borough Council held a work session on August 2, 2021, where it unanimously adopted two resolutions related to sewer services: Resolution 2021-29 authorizing a sewer services agreement with Clay Township and Ephrata Borough Authority, and Resolution 2021-30 approving a consent agreement with Clay Township. No other formal votes were taken; all other items were discussed and recommended for action at the August 9 voting session.

• Adopted Resolution 2021-29 authorizing sewer services agreement with Clay Township and Ephrata Borough Authority (unanimous)
• Adopted Resolution 2021-30 approving consent agreement with Clay Township (unanimous)

Committee Meetings

The Ephrata Community Services Committee will consider allowing use of Whistle Stop Plaza for holiday events and review the second quarter budget. Old business includes discussion of the Dog Park. The agenda is preliminary and may be revised.

• Action item: Use of Whistle Stop Plaza for holiday events
• Discussion: Second quarter budget review
• Old business: Dog Park

The Community Service Committee discussed Mainspring of Ephrata's request to use Whistle Stop Plaza from November 1, 2021 to January 7, 2022, including a new Holiday Christmas Market on November 27. Concerns about parking loss during Small Business Saturday were raised, but the committee consensus favored the event. The committee will recommend Borough Council grant the request at their August meeting. No other substantive decisions were made.

• Recommended granting Mainspring of Ephrata use of Whistle Stop Plaza for holiday events (Nov 1-Jan 7)
• Reviewed second quarter budget report with no concerns

Committee Meetings

The Development Activities Committee will consider approval of a land development plan for Horst Plumbing, an HVAC invoice for the Ephrata Public Library, and an additional date for Wednesday at Whistle Stop. They will also discuss the second quarter budget review and an unbudgeted expenditure for Borough Hall fire alarm replacement. No zoning decisions or applications are on the agenda.

• Land Development plan approval – Horst Plumbing
• Ephrata Public Library HVAC invoice
• Wednesday at Whistle Stop additional date
• Second quarter budget review
• Borough Hall fire alarm replacement unbudgeted expenditure

The Development Activities Committee recommended Borough Council approve the Horst Plumbing land development plan with four waivers, subject to HRG comments. They also recommended paying a $5,535 HVAC invoice to Trago Mechanical, approving Mainspring of Ephrata's alcohol request for a September event, and reallocating $25,000 from the 833 Spring Garden Street demolition project to replace Borough Hall's fire alarm system. No final decisions were made; all items are recommendations for the August Council meeting.

• Recommended approval of Horst Plumbing final land development plan with 4 waivers (subject to HRG comments)
• Recommended payment of $5,535 to Trago Mechanical for library HVAC repair
• Recommended approval of Mainspring of Ephrata alcohol service request for Sept 15 event (subject to insurance, incident plan, PLCB permit)
• Recommended reallocating $25,000 from 833 Spring Garden demolition to replace Borough Hall fire alarm system

Committee Meetings

The Ephrata Highway Committee is meeting to consider several action items, including a bituminous materials price adjustment, a PennDOT winter maintenance agreement, and a UGI gas main extension. They will also discuss parking lot projects and review the 2nd quarter budget.

• Resolution 2021-XX Bituminous Materials Price Adjustment
• UGI Gas Main Extension Plans
• PennDOT Winter Maintenance Services Agreement
• West Franklin Street Parking Lot discussion
• Locust Street Parking Lot discussion

The Highway Committee met on July 26, 2021, and reviewed seven action items, all of which will be recommended to Borough Council for approval at their August meeting. These include a resolution for bituminous material price adjustment, conditional approval for Boy Scout Troop 38 parking lot use during the Ephrata Fair, conditional approval of UGI gas main installation, approval of a PennDOT winter maintenance agreement, a resolution authorizing the winter maintenance agreement, conditional approval of Christmas in Ephrata 2021 requests, and approval of a parking space lease agreement. No final decisions were made by the Committee; all items are recommendations to Council.

• Recommended Resolution No. 2021-29 for bituminous material price adjustment (Bid #21-4)
• Recommended conditional approval of Boy Scout Troop 38 parking lot use for Ephrata Fair fundraiser
• Recommended conditional approval of UGI gas main installation (WR #915177) with $53,624.42 pavement restoration payment
• Recommended approval of PennDOT winter maintenance agreement ($14,794.31 anticipated reimbursement)
• Recommended adoption of Resolution No. 2021-30 authorizing winter maintenance agreement execution
• Recommended conditional approval of Christmas in Ephrata 2021 event requests
• Recommended approval of West Franklin Street parking space lease agreement with added snow removal language
• Directed staff to provide East Locust Street parking lot plan for further discussion

Committee Meetings

The Borough of Ephrata's Budget and Finance Committee is meeting to discuss second-quarter 2021 budget performance, utility disconnections, and a Mainspring request, along with old business including American Rescue Plan funds and potential revenue sources. The agenda is preliminary and may be revised.

• Status of accounts subject to disconnections
• 2nd Qtr. 2021 Budget Review
• Mainspring Request
• American Rescue Plan ($1,450,924.62)
• PILOT Requests

The Budget & Finance Committee recommended Borough Council approve a budgeted $86,347 payment to Mainspring of Ephrata at the August 9, 2021 meeting. The committee also reviewed utility disconnection statistics, the 2nd Quarter Budget Review, and received the first tranche of American Rescue Plan Funds ($725,462.31). No final decisions were made; the payment recommendation is the only action item.

• Recommended approval of $86,347 payment to Mainspring of Ephrata (to be voted by Council Aug 9)

Regular Meeting

The Ephrata Planning Commission will meet on July 20, 2021, to review one new plan. The meeting includes a review of the Horst Plumbing land development plan for 131 Cherry Street.

• Horst Plumbing (131 Cherry Street) Land Development Plan

Committee Meetings

The Municipal Enterprises Committee will consider action items including a refuse and recycling collection bid award recommendation and resolutions authorizing a Clay Township sewer service agreement and consent agreement. Discussion items include a change request from Eagle Disposal of PA, Inc. and upcoming peaking generator commissioning tests. Old business covers a resident's questions about PCA calculations and Electric Department practices.

• Refuse & Recycling Materials Collection Bid Award Recommendation
• Intergovernmental Cooperation Resolution for Clay Township Sewer Service Agreement
• Resolution to approve Clay Township Consent Agreement
• Eagle Disposal of PA, Inc. change request
• Commissioning testing of peaking generators

The Municipal Enterprises Committee met on July 19, 2021, and will recommend Borough Council award Bid #21-5 for Contract Waste & Recyclable Materials Collection to Republic Services of PA, LLC at $705,389.76 for the first year. The Committee will also recommend adopting Resolution No. 2021-29 (Sewer Service Agreement) and Resolution No. 2021-30 (Consent Agreement) at the August 2 Work Session. No final decisions were made; all items are recommendations pending Council action.

• Recommended awarding Bid #21-5 to Republic Services of PA, LLC for $705,389.76 first-year contract
• Recommended adopting Resolution No. 2021-29 for Sewer Service Agreement with Clay Township and Ephrata Borough Authority
• Recommended adopting Resolution No. 2021-30 for Consent Agreement between Ephrata Borough and Clay Township
• Took no action on Eagle Disposal change request, pending further discussion
• Noted peaking generator testing delayed by PPL relaying questions
• Reported 2nd Quarter Budget accounts in-line with 2021 budget

Committee Meetings

The Special Projects Committee will discuss remote meeting participation and responsibilities regarding shade trees. The committee will also revisit old business concerning utility bill responsibilities for tenants and landlords.

• Discussion on remote meeting participation
• Discussion on shade tree responsibilities
• Review of tenant/landlord utility bill responsibilities

The Special Projects Committee discussed remote participation for Borough public meetings, supporting the existing Borough policy and leaning towards live streaming meetings rather than interactive remote participation. Borough Manager Thompson will investigate equipment requirements and consult the Borough Solicitor on any restrictions. The Committee also reviewed proposed changes to Chapter 115 (Trees) of the Borough Code but requested additional time to review it, with further discussion scheduled for the August 16 Committee meeting. No formal action items were taken.

• Supported Borough policy on remote participation for Council members
• Leaned towards live streaming Borough meetings over interactive remote participation
• Directed Borough Manager to investigate equipment requirements for streaming
• Directed Borough Manager to consult Borough Solicitor on streaming restrictions
• Delayed vote on proposed Chapter 115 (Trees) ordinance changes
• Scheduled further review of tree ordinance for August 16 Committee meeting

Committee Meetings

The Public Safety Committee met on July 19, 2021, and discussed several items but took no formal action. Topics included the police department's monthly report, emergency management updates, a proposed false alarm ordinance change, patrol vacancies, siren activation procedures, and the sergeant promotional process. No decisions were made; the meeting was informational and adjourned at 7:27 PM.

• No action items were taken; the meeting was discussion-only.
• Discussed two categories for false alarm fees (fire vs. non-fire) in Chapter 115; Council members Richard, Ressler, and Barr voiced support, but no vote was held.
• Reviewed police monthly report, including drone deployments, electric patrol bikes, and body-worn camera purchase pending Solicitor review.
• Heard emergency management report on July 4th events, COVID-19 status, and upcoming Ephrata Fair planning.
• Discussed patrol vacancies and overtime; referred to Budget and Finance Committee for mid-year report.
• Discussed siren activation; no changes recommended by Council members Richard and Barr; Pioneer Fire Company to look into adjusting activation times.
• Updated on sergeant promotional process; written exam done June 30, structured interview set for August 3, final approval to Borough Council.
• Noted unemployment fraud reports; suggested residents seek protective tips online.

Voting Session

The Ephrata Borough Council is holding a voting session to approve minutes, accept committee and department reports, and consider a consent agenda. The main action is releasing $58,452 for land development improvements for the Ephrata Re-Uzit Store at 1054 South State. The meeting also includes opportunities for citizens to be heard.

• Release $58,452 for land development improvements for Ephrata Re-Uzit Store at 1054 South State
• Approval of checks 45388 through 45690 and ACH register dated July 1, 2021
• Acceptance of June 2021 reports from fire companies, ambulance, emergency management, and Mainspring of Ephrata
• Approval of minutes from June 7 and June 14, 2021 meetings

Ephrata Borough Council adopted Resolution 2021-26 to end the COVID-19 Emergency Declaration. They also approved several major items, including awarding a $480,610.57 street improvement bid to New Enterprise Stone & Lime Co., Inc., purchasing four circuit breakers from Siemens Industry for $114,907, and conditionally approving the American Legion's helicopter event. Additionally, they ratified a $9,410.84 change order for the Grater Park Project and authorized a $20,000 match for a library LED lighting grant.

• Adopted Resolution 2021-26 to end the COVID-19 Emergency Declaration.
• Awarded Bid #21-4 2021 Street Improvements to New Enterprise Stone & Lime Co., Inc. for $480,610.57.
• Awarded purchase of four 15 kV circuit breakers to Siemens Industry for $114,907.00.
• Conditionally approved American Legion Cloister Post 429's August 21 event, including helicopter landing, subject to safety and insurance conditions.
• Ratified Change Order issued April 28, 2021 for the Grater Park Project in the amount of $9,410.84.
• Authorized signing of Keystone Recreation, Park and Conservation Fund Grant application as sponsor for LED lighting with an unbudgeted match not to exceed $20,000.
• Approved release of $58,452.00 for land development improvements for the Ephrata Re-Uzit Store.
• Conditionally granted EPAC's request to sell wine and beer at performances, subject to permit and insurance conditions.

Committee Meetings

The Ephrata Borough Personnel Committee is meeting to act on two job descriptions: approving the Assistant Borough Manager role and ratifying the Finance Manager role. The agenda also includes discussion items on job descriptions, a salaried employee handbook, and several items carried over from prior meetings, such as evaluation documents and retreat planning.

• Approve Assistant Borough Manager Job Description
• Ratify Finance Manager Job Description
• Review of job descriptions held from 2019
• Discussion of salaried employee handbook
• Social media intern job duties discussion

The Personnel Committee agreed to change the Assistant Borough Manager position title to Assistant Borough Manager/Chief Financial Officer and the Borough Manager title to Borough Manager/Chief Executive Officer. Both revised job descriptions will be brought to Council for a vote on August 9, 2021. The Finance Manager job description was discussed with no changes and will also go to Council for approval. No formal decisions were made; all actions are recommendations to Council.

• Agreed to change Assistant Borough Manager title to Assistant Borough Manager/Chief Financial Officer
• Agreed to change Borough Manager title to Borough Manager/Chief Executive Officer
• Approved bringing revised job descriptions to Council for vote on August 9, 2021
• Approved bringing Finance Manager job description to Council for vote on August 9, 2021

Work Session

The Ephrata Borough Council work session will discuss committee actions, including terminating the COVID-19 emergency declaration, awarding a street improvement contract, and several traffic and infrastructure items. No formal votes are taken at work sessions; decisions are made at regular meetings.

• Resolution 2021-26: Termination of Declaration of Emergency (COVID-19)
• Bid 21-4 2021 Street Improvements: Award Recommendation
• Comcast Cable Communications, LLC: Construction Plans and Agreement for Sycamore Acres, Eden Gardens, Peyton Acres, and Cloister Court
• Resolution 2021-27: Experimental 90-Day Parking Restriction on Railroad Avenue
• Siemens Industry: Purchase of Circuit Breakers for Church Street Substation

The Ephrata Borough Council held a work session on July 6, 2021, to review committee recommendations. No formal votes were taken; all action items are scheduled for the July 12, 2021, voting session. Key items include awarding a $480,610.57 street improvement bid, releasing $58,452.00 for the Re-Uzit store, and approving several other contracts and requests.

• Reviewed 21 action items from committees; no formal votes taken at this work session.
• Recommended awarding Bid #21-4 2021 Street Improvements to New Enterprise Stone & Lime Co., Inc. for $480,610.57.
• Recommended releasing $58,452.00 in final drawdown for the Ephrata Re-Uzit Store improvements.
• Recommended approving EPAC's request to serve wine and beer at performances, subject to conditions.
• Recommended terminating the COVID-19 Declaration of Emergency via resolution at the July 12 meeting.
• Recommended approving a $114,907.00 purchase of circuit breakers from Siemans Industry.
• Recommended approving a $9,410.84 change order for the Grater Park Project.
• Recommended authorizing a grant application for LED lighting at the Ephrata Public Library with a $20,000 match.

Committee Meetings

The Ephrata Highway Committee will consider several action items, including a street closure request from WellSpan-Ephrata Community Hospital, a bid award for 2021 street improvements, and agreements for Comcast construction. They will also discuss a proposed 90-day parking restriction on Railroad Avenue and applications for emergency vehicle pre-emption at multiple intersections. The agenda is preliminary and may be revised.

• Third Street closure request by WellSpan-Ephrata Community Hospital
• Bid #21-4 2021 Street Improvements award recommendation
• Comcast construction plans and agreement for Sycamore Acres, Eden Gardens, Peyton Acres, Cloister Court
• Resolution 2021-XX: Experimental 90-day parking restriction on Railroad Avenue
• Traffic signal pre-emption applications at three intersections

The Highway Committee met on June 28, 2021, and reviewed several action items to recommend to Borough Council. The Committee will recommend awarding Bid #21-4 for 2021 Street Improvements to New Enterprise Stone & Lime Co., Inc. in the amount of $480,610.57. They also reviewed and will recommend conditional approval of a WellSpan-Ephrata Community Hospital request to close Third Street for an emergency drill, Comcast's underground cable installation plans, a parking restriction resolution, three PennDOT traffic signal applications, and a storm water improvement agreement. No final decisions were made; all items are recommendations for Borough Council's July 12, 2021 meeting.

• Recommended awarding Bid #21-4 to New Enterprise Stone & Lime Co., Inc. for $480,610.57
• Recommended conditional approval of WellSpan-Ephrata's Third Street closure for emergency drill
• Recommended conditional approval of Comcast underground cable installation with $210,723.00 performance guarantee
• Recommended adoption of Resolution No. 2021-27 for parking restrictions on Railroad Avenue
• Recommended authorizing PennDOT traffic signal applications for three intersections
• Recommended conditional approval of storm water improvement agreement for 300 West Chestnut Street
• Directed staff to review Locust Street parking lot and draft Franklin Street parking lease application

Committee Meetings

The Budget and Finance Committee is meeting to discuss financial matters including the 2020 audit report, final 2021 budget, and the status of accounts subject to disconnections. They will also review the American Rescue Plan allocation of $1,450,924.62 and potential revenue sources. No action items are listed for this meeting.

• 2020 Maher Duessel Audit Report and 2021 Budget Final
• American Rescue Plan ($1,450,924.62)
• Status of Accounts Subject to Disconnections
• Expand Borough Parking
• Potential Revenue Sources

The Budget & Finance Committee discussed ending customer payments at Ephrata National Bank branches due to low use and supported the idea, with implementation planned for the fall. The committee also reviewed the 2020 audit, which received an unmodified opinion, and noted that work on the 2022 budget has begun. No formal action items were taken at this meeting.

• Supported discontinuing customer payments at Ephrata National Bank branches, with implementation in the fall.
• Reviewed the Maher Duessel 2020 audit report, which received an unmodified opinion.
• Discussed adding 'Prime' to the PLGIT portfolio to increase investment options, with follow-up by staff.
• Noted 53 accounts subject to disconnections totaling $37,482 as of June 24, 2021.
• Reviewed the updated American Rescue Plan Act funding amount of $1,450,924.62.
• Discussed the status of the credit card fee matter, with software migration expected by year-end.
• Reported pending conversations with the Ephrata Pioneer Fire Company regarding potential Borough Parking.
• Discussed storm water usage fees, which are not currently plausible without an Authority.

Committee Meetings

The Community Services Committee will consider several action items, including ratifying a change order for the Thomas Grater Park project, hiring engineering services for a trail head restroom and a dog park, placing U.S. flags by the Major Winters Memorial, and a library Keystone Grant request. They will also discuss an update on the community pool. This is a preliminary agenda and may be revised.

• Ratify Change Order for Thomas Grater Park Project
• Proposal for Professional Engineering Services for Trail Head Restroom Facility
• Request to Place Small U.S. Flags by the Major Winters Memorial Prior to Veterans Day and Memorial Day
• Proposal for Professional Engineering Services for a Dog Park
• Library Keystone Grant Request

The Community Services Committee met on June 28, 2021, and will recommend Borough Council ratify a change order for the Grater Park project in the amount of $9,410.84, approve a $28,700 contract with Hanover Engineering for restroom design, and approve a $12,000 contract for dog park infrastructure plans. They also recommend granting Fulton School permission to place flags at Winters Memorial, and supporting the library's LED grant with a $20,000 match. These are recommendations, not final decisions.

• Recommended Council ratify change order for Grater Park project at $9,410.84
• Recommended Council approve Hanover Engineering restroom design proposal for $28,700
• Recommended Council approve Hanover Engineering dog park infrastructure plans for $12,000
• Recommended Council grant Fulton School request to place flags at Winters Memorial
• Recommended Council support library LED grant with $20,000 match

Committee Meetings

The Development Activities Committee is meeting to decide on several action items, including a capital project for Borough Building maintenance, a final drawdown request from Ephrata Re-Uzit, and requests from the Ephrata Performing Arts Center (EPAC) to alter door locks and sell alcohol at certain performances. The committee will also discuss an easement request for 1 East Main Street and review zoning decisions and applications.

• Borough Building Maintenance Capital Project
• Ephrata Re-Uzit Final Drawdown Request
• EPAC Request to Alter Door Locks
• EPAC Request to Sell Alcohol at Certain Performances
• 1 East Main Street Easement Request

The Development Activities Committee recommended Borough Council authorize approximately $90,000 in changes to the 2021 Borough Building Maintenance Capital project, including substituting a video surveillance system for the playhouse painting, adding carpeting for the police training room, and moving Public Works onto its own server. The Committee also recommended releasing $58,452.00 in final drawdown funds for the Ephrata Re-Uzit Store, granting EPAC permission to install keyless entry systems and change locks, and allowing EPAC to sell wine and beer at performances subject to conditions. No decisions were made; all items are recommendations for the July Borough Council meeting.

• Recommended authorizing changes to the Borough Building Maintenance Capital project totaling approximately $90,000, including a video surveillance system at the playhouse, police training room carpeting ($3,286.93), and a separate server for Public Works.
• Recommended releasing $58,452.00 in final drawdown funds for land development improvements at the Ephrata Re-Uzit Store, 1054 South State Street.
• Recommended granting EPAC's request to install two keyless entry systems and change locks, with costs paid by EPAC.
• Recommended granting EPAC's request to sell wine and beer at performances, subject to receipt of a special occasion permit, insurance naming the borough as additional insured, and no alcohol leaving the building.
• Discussed the easement request for 1 East Main Street, noting the borough cannot grant approval because it does not own the easements.
• Noted no Zoning Hearing Board meetings were held in June, so no decisions.
• Noted no new applications for the July Zoning Hearing Board meeting.
• Discussed a request to compile a list of vacant lots for tiny houses; staff will prepare a fact sheet for the borough website.

Committee Meetings

The Municipal Enterprises Committee is meeting to consider three action items: buying four 15kV circuit breakers, a match commitment letter for Gross Run Streambank Restoration, and a scope change for that project. They will also discuss resident questions about Borough Operations and the Electric PCA, with staff responses expected at the next meeting.

• Approval of purchase of four 15kV Circuit Breakers
• Letter of Match Commitment for Gross Run Streambank Restoration
• Gross Run Streambank Restoration Project scope of work change
• Discussion: resident questions on Borough Operations and Electric PCA

The Municipal Enterprises Committee met on June 21, 2021, and discussed several action items, all of which will be recommended to Borough Council at their July 12, 2021 meeting. These include awarding a $114,907 contract to Siemens Industry for circuit breakers, submitting a grant application for the Gross Run Streambank Restoration Project, and approving additional design services for the same project. No final decisions were made by the committee; all items are recommendations.

• Recommended awarding $114,907 circuit breaker purchase to Siemens Industry
• Recommended issuing letter of commitment for $690,936 matching funds for Clean Water grant
• Recommended approving $24,200 additional design services for Gross Run project

Committee Meetings

The Ephrata Borough Public Safety Committee is meeting to consider terminating the COVID-19 Declaration of Emergency. The agenda also includes informational updates on police, emergency management, fire alarm fees, and local fire company activities.

• Action item: Termination of COVID-19 Declaration of Emergency
• Police Department Monthly Report (informational)
• Fire Alarm Fees discussion (informational)
• American Legion Event discussion (informational)
• Pioneer Fire Company Update (informational)

The Public Safety Committee agreed to present a resolution terminating the COVID-19 Declaration of Emergency for action at the July 12, 2021, Council Voting Session. No other formal decisions were made; remaining items were discussions, including the police monthly report, a sergeant promotional process, emergency management updates, fire alarm fees, and a proposed American Legion event.

• Agreed to present a resolution terminating the COVID-19 Declaration of Emergency at the July 12, 2021, Council Voting Session
• Discussed police monthly report, including community outreach and enforcement issues, with no formal action
• Discussed upcoming sergeant promotional process for two vacancies, with seven officers participating
• Discussed fire alarm fee ordinance, with staff to review and suggest wording changes for Council
• Discussed proposed American Legion August 21 event, including helicopter landing, with possible vote on July 12
• Discussed Pioneer Fire Company updates, including QRS certification and new aerial ladder truck

Committee Meetings

The Special Projects Committee will meet to discuss tenant/landlord utility bill responsibilities and shade tree responsibilities. No action items are listed, so the meeting is for discussion only. The agenda is preliminary and may be revised.

• Discussion of tenant/landlord utility bill responsibilities
• Discussion of shade tree responsibilities

The Special Projects Committee discussed but took no formal action on a staff recommendation to change how utility arrearages are collected from rental properties. The proposed change would keep arrearages with the property rather than attaching them to tenants at future residences, and would require both owner and tenant signatures on electric service applications. The committee also discussed potential changes to the Shade Tree Commission and agreed to send a letter of thanks to retiring PSAB official Ed Knittel. No substantive decisions were made.

• No action taken on utility arrearage process change; discussion only
• No action taken on Shade Tree Commission changes; staff to report back
• Agreed to send letter of thanks to Ed Knittel for retirement

Regular Meeting

The Ephrata Borough Planning Commission is meeting to review one new plan: a lot consolidation and stormwater plan for Garden Spot Auto Auction. The agenda also includes approval of the March meeting minutes. This is a routine planning meeting with a single substantive item.

• Garden Spot Auto Auction – Lot Consolidation and Stormwater Plan

Committee Meetings

The Ephrata, PA Personnel Committee will hold an executive session to discuss internal HR documents. The agenda consists entirely of procedural and administrative items, with no public decisions, contracts, or ordinances listed. Most items are carried over from previous meetings in 2019, 2020, and early 2021.

• Review of Job Descriptions (held from 2019)
• Discussion of Salaried Employee Handbook
• Discussion of Social Media Intern job duties (held from January 2021)
• Revision of Evaluation Documents (held from December 2020)
• Planning for 2021 Retreats dates and topics (held from August 2020)

The Personnel Committee met on June 10 and held an executive session to discuss Borough Manager Bob Thompson's retirement date of January 15, 2022, and Assistant Borough Manager/Chief Financial Officer Deb Bartow's first 60 days and staffing ideas. No action items were taken. Due to the late hour, the chairman adjourned the meeting, and all agenda items for June 14, plus the Assistant Borough Manager/Chief Financial Officer Job Description, were deferred to the next meeting on July 12.

• Adjourned the meeting due to the late hour
• Deferred all agenda items for June 14 to the next meeting on July 12
• Added the Assistant Borough Manager/Chief Financial Officer Job Description to the July 12 agenda

Voting Session

The Ephrata Borough Council is holding a voting session to approve minutes, accept committee and department reports, and consider a consent agenda. The main action is a conditional approval for Boy Scout Troop 73 to use the East Locust Street parking lot for a fundraiser during the 2021 Ephrata Fair, with compensation of $1,500 from the Ephrata Farmers Day Association. The agenda also includes approval of checks and routine reports.

• Conditional approval for Boy Scout Troop 73 to use East Locust Street parking lot for fundraiser during 2021 Ephrata Fair, with $1,500 compensation from Ephrata Farmers Day Association
• Approval of checks 45149 through 45387 and ACH register dated June 2, 2021
• Acceptance of May 2021 reports from Lincoln Fire Company, Ephrata Community Ambulance Association, Ephrata Emergency Management, and Mainspring of Ephrata
• Note: Ephrata Pioneer Fire Company May 2021 report not received

Council adopted Resolution 2021-25 urging the General Assembly to enact Governor Wolf's 2021 state budget proposal for K-12 education funding, passing 6-1 with Council Member Martin dissenting. Council also approved several contracts and agreements, including a $63,501.78 security camera replacement contract and a $450,889.04 fund transfer to the Borough Authority. A request to waive building permit fees for three school district projects was discussed but not voted on, and a bee hive waiver request was denied.

• Adopted Resolution 2021-25 urging enactment of Governor Wolf's K-12 education budget (6-1)
• Ratified transfer of $450,889.04 to Ephrata Borough Authority
• Awarded $63,501.78 security camera replacement contract to Triangle Communications
• Approved release of $2,006.57 escrow for 52 East Fulton Street stormwater improvements
• Authorized execution of McCarty Subdivision and Land Development Agreement ($28,753.45)
• Approved Boy Scout Troop 73 parking lot fundraiser for 2021 Ephrata Fair (conditional)
• Enacted Ordinance 1561 requiring fault current studies for new non-dwelling electric services
• Denied bee hive waiver for 1214 Marilyn Avenue; hives must be removed

Work Session

The Ephrata Borough Council work session includes interviews for a vacant council seat and discussions on committee actions. Key items include a request from the Ephrata Area School District to waive building permit fees, a resolution supporting the governor's education budget, and an ordinance amending electricity service requirements.

• Vacant Borough Council Seat Interviews
• Ephrata Area School District: Request for Waiving of Building Permit Fees (Except for 3rd Party Inspection Fees) and $2,500 for Administration Costs
• Ordinance No. 1561: Amend Chapter 165 Electricity, adding Fault Current Study Requirement and Permit Required
• Resolution: Support of Governor Wolf's Proposed 2021 Education Budget
• Disposition of Assets: 2007 Ford Ranger, VIN #1FTYR15E67PA72292

The Ephrata Borough Council held a work session on June 7, 2021, where they interviewed three candidates and voted to fill the vacant 2nd Ward seat, appointing Wesley Dudley. They also approved a building permit fee waiver for three Ephrata Area School District projects, subject to the district paying administrative, inspection, and plan review fees. Additionally, they approved an application for gateway sign plaques from the Ephrata Cloister Toastmasters.

• Appointed Wesley Dudley to fill the 2nd Ward vacancy (6-1)
• Approved building permit fee waiver for Ephrata Area School District projects, with district paying $196,107.30 in fees (unanimous)
• Approved application for four gateway sign plaques from Ephrata Cloister Toastmasters (unanimous)

Committee Meetings

The Development Activities Committee will consider several action items, including a permit fee waiver request from the Ephrata Area School District, a final drawdown for 52 East Fulton Street, a security and surveillance video equipment replacement contract under COSTARS, a revised escrow amount for Brain McCarty's subdivision agreement, and a planning deferral request from David and Florence Harnish. Discussion items include an easement request at 1 East Main Street and a comparison of parking requirements with Lancaster City. The agenda is preliminary and may be revised.

• Ephrata Area School District permit fee waiver request
• 52 East Fulton Street final drawdown request
• Security & Surveillance Video Equipment Replacement COSTARS contract
• Brain McCarty REVISED Subdivision and Land Development Agreement escrow amount
• David and Florence Harnish planning deferral request

The Development Activities Committee recommended that Borough Council approve a building permit fee waiver for three Ephrata Area School District projects, subject to the district paying administrative, inspection, and plan review fees. It also recommended awarding a $63,501.78 contract for new security cameras at Borough Hall, releasing $2,006.57 in stormwater funds, and approving a revised subdivision agreement amount. No final decisions were made; all are recommendations for the June Council meeting.

• Recommended granting building permit fee waiver for school district projects, subject to fee payments
• Recommended awarding $63,501.78 security camera contract to Triangle Communications, Inc.
• Recommended releasing $2,006.57 stormwater improvement funds for 52 East Fulton Street
• Recommended executing subdivision agreement with revised amount of $28,753.45
• Recommended approving deferral of plan review to Ephrata Township for Harnish lot add-on

Committee Meetings

The Budget and Finance Committee will consider action items including ratifying a $450,889.04 transfer from Ephrata Borough to the Ephrata Borough Authority for their share of cash investment accounts, and adopting Resolution 2021-24 regarding ENB banking. Discussion items include account disconnection status, auditor options, volunteer interest forms, finance consultant review, solicitor invoice, and check/ACH register. Old business covers American Rescue Plan impacts, credit card fees, rental abatement, parking expansion, and potential revenue sources.

• Ratify transfer of $450,889.04 to Ephrata Borough Authority for cash investment accounts
• Resolution 2021-24: ENB Banking Resolution
• Status of accounts subject to disconnections
• Auditor one-year vs three-year options
• American Rescue Plan and local government impacts

The Budget & Finance Committee reviewed action items and will recommend that Borough Council ratify a $450,889.04 transfer to the Ephrata Borough Authority and adopt Resolution 2021-24 updating bank account contacts. The committee also discussed disconnection statistics, auditor renewal options, and volunteer interest, but took no final action on these items.

• Recommended ratification of $450,889.04 transfer to Ephrata Borough Authority
• Recommended adoption of Resolution 2021-24 for bank account updates

Committee Meetings

The Ephrata Highway Committee will meet to consider action items including the disposition of a 2007 Ford Ranger and a request from BSA Troop #73. Discussion items cover Apple Street truck traffic, 241 Railroad Avenue, traffic concerns on South State Street, the West Franklin Street parking lot, and an ADA ramp installation request. Old business includes the South Oak Street Bridge pedestrian railing/vehicle barrier, and there are updates on UGI gas line and Comcast underground cable installations.

• Disposition of 2007 Ford Ranger
• BSA Troop #73 request
• Apple Street truck traffic discussion
• 241 Railroad Avenue discussion
• ADA ramp installation request

The Highway Committee reviewed and will recommend Borough Council approve the disposal of a 2007 Ford Ranger via Municibid and conditionally approve Boy Scout Troop 73's request to staff parking lots during the 2021 Ephrata Fair, subject to insurance requirements. The committee also directed staff to draft a resolution for a 90-day experimental no parking restriction on Railroad Avenue and to obtain quotes for ADA ramp installations at Joann and Susan Avenues. No final decisions were made; all items are recommendations for the June 14, 2021 Borough Council meeting.

• Recommended approval of 2007 Ford Ranger disposal via Municibid (estimated value $5,382)
• Recommended conditional approval of Boy Scout Troop 73 fair parking fundraiser, subject to insurance certificate
• Directed staff to draft resolution for 90-day experimental no parking restriction on Railroad Avenue
• Directed staff to obtain quotes from at least 3 contractors for ADA ramps at Joann and Susan Avenues

Regular Meeting

The Ephrata Zoning Hearing Board will hold a public hearing to consider two special exceptions and a variance for the property at 131 Cherry Street. The requests include expanding a non-residential nonconforming use by more than 5%, substituting a nonconforming use from a welding shop to a plumbing business, and a variance to reduce the required planting strip from 8 feet to 4 feet. The applicant and owner are Nevin and Larry Horst.

• Special exception for expansion of non-residential nonconforming use (more than 5%)
• Special exception for substitution of nonconforming use: welding shop to plumbing business
• Variance for planting strip: 8 feet required, 4 feet proposed
• Property located at 131 Cherry Street in Residential High Density district

Committee Meetings

The Municipal Enterprises Committee is meeting to take action on an ordinance amending Chapter 165 (Electricity) and to nominate a PMEA board member. They will also discuss a presentation on net metering regulations. No old business is listed.

• Ordinance to amend Chapter 165 Electricity
• PMEA board of directors nomination
• Presentation on net metering regulation

The Municipal Enterprises Committee reviewed Ordinance 1561, which would amend Chapter 165 of the Borough Code to require fault current studies for all non-dwelling electric services, and will recommend its enactment at the June 14, 2021 Council meeting. The Committee also recommended that Borough Council nominate the Borough for a second four-year term on the PMEA board of directors. A presentation on net metering regulation was heard, with no action required.

• Recommended Ordinance 1561 to require fault current studies for non-dwelling electric services
• Recommended Borough Council nominate the Borough for a second term on PMEA board

Committee Meetings

The Ephrata Borough Public Safety Committee is meeting to discuss informational reports from the Police Department, Emergency Management, and Pioneer Fire Department, as well as a COPS Grant. They will also discuss Ordinance 123-1 regarding a bee hives waiver. No action items are listed on the agenda.

• Police Department Monthly Report – Informational
• COPS Grant – Informational
• Emergency Management Report – Informational
• Pioneer Fire Department Report – Informational
• Ordinance 123-1 Bee Hives Waiver – Discussion

The Public Safety Committee denied a waiver request for bee hives at 1214 Marilyn Avenue, requiring their removal. The committee also discussed a potential COPS grant for two additional police officers, supported by the committee, and received updates on police reports, COVID-19, and a Narcan request from Pioneer Fire Department.

• Denied bee hive waiver for 1214 Marilyn Avenue; hives must be removed
• Supported applying for FY21 COPS Hiring Program grant for 2 additional officers

Committee Meetings

The Special Projects Committee is meeting to discuss a resolution supporting Governor Wolf's proposed 2021 education budget for Pennsylvania. They will also revisit old business on tenant/landlord utility bill responsibilities and the Junior Council program. No action items are listed.

• Resolution supporting Pennsylvania's 2021 Education Budget
• Tenant/landlord utility bill responsibilities
• Junior Council program

The Special Projects Committee voted 2-1 to move a resolution supporting Governor Wolf's proposed 2021 Education Budget to the full Council for action at their June 14, 2021 meeting. The resolution addresses supplemental funding, fair funding formula distribution, and elimination of the Hold Harmless provision. No other substantive decisions were made; other items were informational only.

• Moved education budget resolution to full Council (2-1)

Voting Session

The Ephrata Borough Council is holding its regular voting session, where it will consider approving two agreements related to a land development plan by Brian and Audrey McCarty. The agenda also includes routine approvals of minutes, reports from various committees and departments, and a proclamation for National Police Week.

• Authorize execution of Subdivision and Land Development Agreement with Brian and Audrey McCarty
• Authorize execution of Operation and Maintenance Agreement with Brian and Audrey McCarty
• Approval of checks 44869 through 45148 and ACH register dated April 29, 2021
• Proclamation of National Police Week (May 9-15, 2021)
• School Resource Officer Annual Presentation

The Ephrata Borough Council approved a consent agenda and numerous committee recommendations, including resolutions to extend Civil Service Commission terms, amend the Schedule of Fees and Charges (reducing yard sale fees and adding an electric fault current study fee), and appoint Debra M. Bartow as Borough Treasurer. They also approved several contracts and agreements, including a traffic signal maintenance agreement with PennDOT, a professional services contract with Rettew Associates for traffic engineering, a management agreement with the Ephrata Borough Authority, and a pole attachment agreement with CenturyLink. All votes were unanimous.

• Adopted Resolution 2021-9 extending Civil Service Commission terms to six years (unanimous)
• Adopted Resolution 2021-10 amending Schedule of Fees, reducing yard sale fee to $5 and adding fault current study fee (unanimous)
• Adopted Resolution 2021-11 appointing Debra M. Bartow as Borough Treasurer and Assistant Secretary (unanimous)
• Approved Traffic Signal Maintenance Agreement TSMA-36408 with PennDOT (unanimous)
• Awarded $11,450 contract to Rettew Associates for traffic engineering services (unanimous)
• Approved Management Agreement between Borough and Ephrata Borough Authority (unanimous)
• Conditionally approved pole attachment agreement with CenturyLink (unanimous, VP Reinhold abstained)
• Approved Hanover Engineering proposal not to exceed $7,000 for Rail Trail grants (unanimous)

Committee Meetings

The Personnel Committee will meet to ratify the Assistant Borough Manager job description and discuss several long-held items, including job descriptions for HR and IT managers, a salaried employee handbook, and workshop priorities. Several items have been carried over from 2019 and 2020.

• Ratify Assistant Borough Manager Job Description
• Discuss HR Manager and IT Manager job descriptions
• Discuss Salaried Employee Handbook
• Discuss Social Media Intern job duties
• Plan 2021 retreat dates and topics

The Personnel Committee discussed the Assistant Borough Manager/Chief Financial Officer job description and agreed to add confidentiality language, with Rowe revising it for the June 7th Work Session. They also reviewed HR and IT Manager job descriptions, agreed to use Borough header format, and prioritized a workshop on policing matters over the Right-to-Know Workshop, now planned for September. No formal votes were taken; all items were discussion or action items for future meetings.

• Agreed to add confidentiality language to Assistant Borough Manager/CFO job description
• Agreed all job descriptions should use Borough header format
• Prioritized policing workshop over Right-to-Know Workshop, rescheduled to September
• Moved Revision of Evaluation Documents to top of Old Business items

Work Session

The Ephrata Borough Council is holding a work session to discuss and potentially act on a range of items, including resolutions to amend the 2021 fee schedule, appoint a treasurer, and approve multiple ENB resolutions. The agenda also includes discussions on subdivision agreements, a bee hive waiver, traffic signal maintenance, and various inter-municipal agreements. No final votes are taken at this work session; it is for discussion and committee reports.

• Resolution 2021-10: Amending the 2021 Schedule of Fees and Charges
• Resolution 2021-11: Appointment of Debra Bartow as Treasurer and Assistant Secretary
• Brian and Audrey McCarty: Subdivision and Land Development Agreement
• Ordinance 123-1 Bee Hive Waiver Request: 1214 Marilyn Avenue
• PennDOT: Traffic Signal Maintenance Agreement No. TSMA-36408

The Ephrata Borough Council held a work session on May 3, 2021, where they unanimously approved extending the moratorium on utility disconnections to June 10, 2021. They also approved a resolution amending the Civil Service Commission rules. Several items were tabled for further discussion, including the bee hive waiver request and a county health department resolution.

• Extended utility shutoff moratorium to June 10, 2021 (unanimous)
• Approved Civil Service Commission rules amendment (unanimous)
• Tabled bee hive waiver request for 1214 Marilyn Ave. to May 17 committee meeting
• Tabled county health department resolution to May 17 committee meeting

Committee Meetings

The Budget and Finance Committee will consider several action items, including resolutions on Civil Service Commission terms, amended fees and charges, and the appointment of a Borough Treasurer. They will also discuss the first quarter 2021 budget, audit proposals, and the status of accounts subject to disconnections.

• Resolution regarding terms of Civil Service Commission
• Review request from Eagle Disposal regarding LCSWMA rebate
• Resolution to amend fees and charges
• Appointment of Borough Treasurer and adoption of banking resolutions
• First Qtr. 2021 Budget Review

The Budget & Finance Committee met on April 26, 2021, and reviewed several action items to recommend to Borough Council for adoption at the May 10, 2021 meeting. These include extending Civil Service Commission terms from 3 to 6 years, passing a $5/ton LCSWMA rebate to Eagle Disposal, amending the fee schedule (reducing yard sale fees from $10 to $5 and adding a Fault Current Study charge), appointing Debra M. Bartow as Borough Treasurer and Assistant Secretary, and adopting banking resolutions to add the Treasurer to Borough accounts. The committee also discussed disconnection statistics, audit services timing, and the first quarter budget review, but took no further action on those items.

• Recommended Resolution 2021-9 to extend Civil Service Commission terms from 3 to 6 years
• Recommended passing $5/ton LCSWMA rebate to Eagle Disposal during nine-week closure
• Recommended Resolution 2021-10 to amend fee schedule, reducing yard sale fee from $10 to $5 and adding Fault Current Study charge
• Recommended appointing Debra M. Bartow as Borough Treasurer and Assistant Secretary
• Recommended adopting banking resolutions to add Borough Treasurer to accounts
• Agreed to delay audit services RFP until next year due to finance staff transition
• Discussed disconnection statistics and directed staff to inquire about ERAP application timing

Committee Meetings

The Community Services Committee is meeting to consider a proposal from Hanover Engineering for grant preparation services, and to discuss the pool, first quarter 2021 budget, and dog park status. This is a preliminary agenda and may be revised.

• Hanover Engineering proposal for grant preparation
• Pool update
• First quarter 2021 budget review
• Dog park status

The Community Services Committee reviewed a Hanover Engineering proposal to prepare two grants for the remaining Rail Trail section (West Chestnut Street to the northern Borough line). The committee will recommend Borough Council approve the contract, not to exceed $7,000, paid from the budgeted Capital Project. The estimated design and construction cost for the trail section is $535,000.

• Reviewed Hanover Engineering proposal for two grants (Multimodal, Greenways Trails and Recreation) for Rail Trail completion
• Will recommend Borough Council approve grant-writing contract, not to exceed $7,000, subject to Solicitor review
• Noted pool electric grounding work complete and passed inspection; cause undetermined
• Reviewed first quarter 2021 budget; no action needed
• Received dog park update: Haller Property surveyed; infrastructure design is next step

Committee Meetings

The committee will discuss the first quarter 2021 budget review and receive an update on the pool. Members will also discuss the status of the dog park and review a proposal from Hanover Engineering for grant preparation.

• Hanover Engineering proposal for grant preparation
• First Quarter 2021 Budget Review
• Status of Dog Park
• Pool update

The Community Services Committee reviewed a proposal from Hanover Engineering to prepare two grants for the remaining Rail Trail section, with services estimated at $5,000-$7,000. The committee will recommend Borough Council approve the contract, not to exceed $7,000, subject to Solicitor approval. No final decisions were made; the recommendation is pending council action.

• Reviewed Hanover Engineering proposal for grant preparation (no vote)
• Will recommend approval of contract not to exceed $7,000 at May meeting

Committee Meetings

The Development Activities Committee will consider action items including a subdivision land development agreement and a stormwater operation and maintenance agreement for Brian McCarty, as well as a land development waiver for the Ephrata Borough Authority Wastewater Treatment Plant No. 1. Discussion items include a first-quarter budget review, April zoning decisions (none), and one May zoning application. Old business includes an access easement at 1 East Main Street.

• Subdivision Land Development Agreement – Brian McCarty
• Stormwater Operation and Maintenance Agreement – Brian McCarty
• Ephrata Borough Authority Wastewater Treatment Plant No. 1 land development waiver
• First quarter budget review
• 1 East Main Street access easement

The Development Activities Committee recommended that Borough Council authorize execution of a $15,213 Subdivision and Land Development Agreement with Brian and Audrey McCarty, subject to solicitor approval, at the May meeting. It also recommended approval of a Stormwater Operation and Maintenance Agreement for the same development, and a waiver of land development requirements for Ephrata Borough Authority's WWTP1 improvements. No final decisions were made; these are recommendations for council action.

• Recommended council authorize $15,213 land development agreement with McCarty (for May consent agenda)
• Recommended council authorize stormwater O&M agreement with McCarty (for May consent agenda)
• Recommended council approve waiver of land development requirements for WWTP1 improvements

Committee Meetings

The Ephrata Highway Committee is meeting to decide on several action items, including a request from the Ephrata Farmers Day Association for the 102nd Ephrata Fair, a PennDOT traffic signal maintenance agreement, and a proposal for traffic engineering services. They will also discuss various traffic concerns and review the first quarter budget.

• 102nd Ephrata Fair request by The Ephrata Farmers Day Association, Inc.
• PennDOT Traffic Signal Maintenance Agreement and Resolution 2021-XX for signature authorization
• Proposal for Traffic Engineering Services (Emergency Vehicle Pre-emption)
• Discussion of 241 Railroad Avenue, West Franklin Street Parking Lot, Apple Street Truck Traffic, and South State Street traffic concerns
• 1st Quarter 2021 Budget Review

The Highway Committee reviewed and will recommend Borough Council approve a PennDOT traffic signal maintenance agreement and a resolution authorizing its execution, plus conditionally approve Rettew Associates for emergency vehicle pre-emption engineering at three intersections. The committee also discussed resident parking and truck traffic concerns, directing staff to gather more information for future meetings.

• Recommended approval of Traffic Signal Maintenance Agreement No. TSMA-36408 with PennDOT
• Recommended adoption of resolution authorizing execution of TSMA-36408
• Recommended conditional approval of Rettew Associates proposal for $11,450 for traffic engineering services
• Directed staff to contact Ephrata Farmers Day Association about fair request concerns
• Directed staff to provide leased parking space info for Locust Street lot
• Asked police to discuss Apple Street truck concerns with Garden Spot Auto Auction
• Deferred South State Street speed discussion to May 2021 meeting

Regular Meeting

The Ephrata Zoning Hearing Board will hold a public hearing to consider two variance requests for expanding a wine tasting room into an outdoor courtyard and for parking relief. The property is at 904 W. Main Street in a Residential Low Density district. The meeting will be held remotely via Zoom with limited in-person seating.

• Variance under section 319-12 for allowed uses in primarily residential districts
• Variance under section 319-44 for required parking spaces
• Property at 904 W. Main Street, owned by Rebecca and David Gallagher
• Public hearing on April 21, 2021 at 7:00 p.m.

Committee Meetings

The Ephrata Public Safety Committee is meeting to consider several action items, including an ordinance to waive restrictions on bee hives on Marilyn Ave., a resolution regarding the County Health Department, and amendments to Civil Service Commission rules for police testing. The committee will also discuss police monthly reports, emergency management, state legislation on radar for municipal police, fees for state police services, and a repayment agreement for fire apparatus.

• Ordinance 123-1 Bee Hives Waiver - Marilyn Ave.
• County Health Department Resolution
• Resolution Amending Civil Service Commission Rules for Police Testing
• Discussion of House Bill 606 (Radar for Municipal Police Officers)
• Repayment Agreement Regarding Pioneer Aerial Fire Apparatus

The Public Safety Committee conditionally approved a bee hive waiver for 1214 Marilyn Ave., allowing no more than 2 hives for non-commercial use. The committee also approved a resolution amending Civil Service Commission rules for police testing. A resolution supporting a county health department was discussed but no action was taken; instead, officials will be invited to a future meeting. No other substantive decisions were made.

• Approved bee hive waiver for 1214 Marilyn Ave. (max 2 hives, non-commercial)
• Approved resolution amending Civil Service Commission rules and regulations
• Tabled county health department resolution; invited officials to future meeting

Committee Meetings

The Municipal Enterprises Committee will consider three action items: a management agreement with the Ephrata Borough Authority, a common interest agreement between the borough and the authority, and a CenturyLink pole attachment agreement. The committee will also discuss old business regarding behind-the-meter solar generation requirements. No discussion items are listed for this meeting.

• Management Agreement with Ephrata Borough Authority
• Common interest agreement between Ephrata Borough and the Ephrata Borough Authority
• CenturyLink Pole attachment agreement
• Behind the meter generation solar requirements (old business)

The Municipal Enterprises Committee met on April 19, 2021, and discussed four action items, all of which will be recommended to Borough Council for approval at the May 10, 2021 meeting. These include a new Management Agreement with the Ephrata Borough Authority, a Common Interest Agreement with the Authority and shared counsel, a conditional Pole Attachment Agreement with CenturyLink, and amendments to the electric code and fee schedule for fault current studies. No final decisions were made by the committee; all items are recommendations to Council.

• Recommended Borough Council approve Management Agreement with Ephrata Borough Authority (replaces terminated lease)
• Recommended Borough Council approve Common Interest Agreement with Ephrata Borough Authority and McNees Wallace & Nurick LLC
• Recommended Borough Council conditionally approve Pole Attachment Agreement with CenturyLink, subject to applications, fees, and defect corrections
• Recommended Borough Council enact ordinance amending Chapter 165 (Electricity) to require fault current studies for non-dwelling services
• Recommended Borough Council adopt resolution amending fee schedule to include $300 fault current study fee

Committee Meetings

The Special Projects Committee is meeting to discuss tenant and landlord utility bill responsibilities, along with several old business items. No action items are on the agenda, so the meeting is focused on discussion only. The agenda is preliminary and may be revised.

• Discussion of tenant/landlord utility bill responsibilities
• Review of free electric policy guidelines
• Discussion of new customer welcome packets
• Update on Junior Council program

The Special Projects Committee discussed utility billing policies, with the solicitor advising that utility balances are a service to the property and thus the property owner's responsibility. The committee agreed to change requirements so indebtedness stays with the property, and to require both landlord and tenant signatures on electric service applications, plus photo ID. No formal action items were taken.

• Agreed utility balances should be property owner's responsibility
• Agreed to change requirements so indebtedness stays with property
• Agreed both landlord and tenant should sign electric service applications
• Agreed photo ID required when applying for service

Voting Session

The Ephrata Borough Council is holding a voting session with a TEFRA hearing, approval of minutes, and acceptance of committee and fire company reports. The main business is a consent agenda that includes approving a waiver and the final land development plan for a property at 1161 Steinmetz Road, subject to conditions. The meeting also includes opportunities for public comment.

• Approval of waiver/modification of Preliminary Plan for 1161 Steinmetz Road
• Final Land Development Plan for Brian McCarty, 1161 Steinmetz Road, 9 sheets by Diehm and Sons
• Approval of checks 44656 through 44823 and ACH register dated March 18, 2021
• Acceptance of March 2021 General Ledger Report and fire company reports

Committee Meetings

The Personnel Committee will consider a revised Borough Manager job description as an action item. The committee will also discuss borough manager position vacancies and the recruitment process, along with several items held over from previous meetings, including job descriptions, evaluation documents, and priorities.

• Revised Borough Manager Job Description
• Borough Manager position vacancies and recruitment process
• Discussion of job descriptions for Director of Finance & Administration, Municipal Services Manager, HR Manager, and IT Manager
• Revision of evaluation documents
• Social media intern job duties

The Personnel Committee discussed updating the Borough Manager job description to include confidentiality and bonding language, with a draft to be presented May 3 and voted on May 10. They agreed to use the Meyner Center for the successor search, aiming for a replacement by August 2021. The committee also approved a plan to fill Public Works vacancies and discussed other administrative items. No formal action items were taken.

• Instructed Rowe to update Borough Manager job description with confidentiality and bonding language
• Agreed to use Meyner Center for Borough Manager successor search
• Approved Borough Manager's plan to fill Public Works vacancies
• Agreed to revise Personnel Committee description before posting on website
• Prioritized Salaried Employee Handbook update and Assistant Borough Manager job description ratification for May 10 agenda

Work Session

The Ephrata Borough Council work session covers committee actions including land development waivers, alcohol requests for events, HVAC equipment replacement contracts, and a proposed ordinance amendment. The council will also discuss a moratorium extension for winter utility disconnections and a resolution on financial transmission rights auctions.

• John Bright land development waiver request
• Brian McCarty land development plan approval
• 1 East Main Street access easement request
• COSTARS contracts for HVAC equipment and control system replacement
• Ordinance No. 1560 amending Chapter 165 Electricity, Section 165-4

The Ephrata Borough Council held a work session and ratified a recommendation to extend the moratorium on winter utility disconnections by 30 days, from March 30 to April 29, 2021. The council also adopted Resolution 2021-6 to participate in financial transmission rights auctions. Committee recommendations for the April 12 voting session included approving land development waivers, alcohol permits for events, HVAC replacements, and Comcast cable installations, all subject to conditions.

• Ratified extension of winter disconnection moratorium to April 29, 2021
• Adopted Resolution 2021-6 for financial transmission rights auctions
• Recommended approval of John Bright's land development waiver with conditions
• Recommended approval of Brian McCarty's final land development plan with conditions
• Recommended approval of alcohol sales at Party on the Plaza and Whistle Stop events
• Recommended awarding HVAC replacement contract to Frey Lutz Corporation for $120,000
• Recommended awarding HVAC control system contract to Dynatech Controls, Inc. for $93,785
• Recommended conditional approval of Comcast cable installation plans in three developments

Committee Meetings

The Development Activities Committee will consider several action items, including land development waivers and approvals, access easements, alcohol requests for events, and HVAC equipment replacement contracts. They will also discuss borough building maintenance, COVID-19 compliance, and zoning decisions. This is a preliminary agenda and may be revised.

• John Bright land development waiver request
• Land Development plan approval – Brian McCarty
• 1 East Main Street access easement request
• Party on the Plaza alcohol request
• HVAC Equipment Replacement COSTARS Contract

The Development Activities Committee reviewed and will recommend Borough Council approve a waiver for John Bright's expired mini storage plan, subject to planting a missing tree and repairing a basin. It also recommends approving Brian McCarty's expired land development plan as final, with staff and HRG comments. The committee tabled the trail easement for 1 East Main Street for further negotiation. It also recommends approving alcohol service requests for Mainspring of Ephrata events, subject to insurance and permits, and awarding HVAC contracts for Borough Hall.

• Recommended Borough Council approve John Bright's waiver request, subject to planting a missing tree and repairing the basin before a building permit is issued.
• Recommended Borough Council approve Brian McCarty's final land development plan, subject to staff comments dated March 5, 2021 and HRG comments dated March 8, 2021.
• Tabled the access easement for 1 East Main Street until next month for further negotiation.
• Recommended Borough Council approve Mainspring of Ephrata's request to serve alcohol at Party on the Plaza events in June, August, and October, subject to insurance, incident plan, and PLCB permit.
• Recommended Borough Council approve Mainspring of Ephrata's request to serve alcohol at three Wednesday at the Whistle Stop events in May, June, and July, subject to insurance, incident plan, and PLCB permit.
• Recommended Borough Council award HVAC replacement contract to Frey Lutz Corporation for $120,000.
• Recommended Borough Council award HVAC control system contract to Dynatech Controls, Inc. for $93,785.00.

Committee Meetings

The Budget and Finance Committee is meeting to discuss several financial matters, including a Fire Department loan, the American Rescue Plan's local impacts, and an exit audit of the former finance director. No action items are listed, so the meeting is for discussion only. The agenda is preliminary and may be revised.

• Fire Department General Obligation loan
• American Rescue Plan and local government impacts
• Former Finance Director exit audit
• Borough Solicitor invoice
• Credit card fees

The Budget & Finance Committee discussed but took no formal action. It voiced no objection to the Borough borrowing the full estimated $1,522,000 for a new aerial fire truck, with Pioneer Fire Department repaying 36% of debt service and using $200,000 from selling the used truck. The Committee also supported staff's recommendation to extend the winter moratorium on utility disconnections for 30 days, to be ratified by Borough Council on April 12, 2021.

• No formal action items; all items were discussion only
• Committee voiced no objection to borrowing full $1,522,000 for aerial fire truck with Pioneer FD repaying 36% of debt service
• Committee supported 30-day extension of utility disconnection moratorium, recommending Borough Council ratification
• Committee reviewed exit audit of former Finance Director; no irregularities identified

Committee Meetings

The Community Services Committee is meeting to take action on Cultural Arts Grant Awards. No discussion items or old business are listed, and the agenda is preliminary and subject to revision.

• Cultural Arts Grant Awards action item

The Community Services Committee recommended 2021 Cultural Arts Grant awards totaling $10,500 for seven local organizations, but made the recommendation conditional on Solicitor McManus's review of compliance with PA statutes. The committee also discussed the pool's electric grounding issue (estimated repair $5,000-$6,000) and the fiberglass water slide repair, with no further action required on either.

• Recommended $3,000 grant for Ephrata Public Library
• Recommended $1,800 grant for EPAC
• Recommended $2,000 grant for Ephrata Concert Band
• Recommended $800 grant for Ephrata Cloister Associates
• Recommended $1,000 grant for Historical Society
• Recommended $1,200 grant for Ephrata Rec Center
• Recommended $700 grant for Eicher Arts Center
• Conditional approval of all grants pending solicitor's review

Committee Meetings

The Ephrata Highway Committee will consider action items including three Comcast cable construction agreements for the Heatherwood Heights, Brickyard, and Pioneer View developments, as well as a request for the 44th Annual Firecracker Run and House Bill No. 765. Discussion items include leasing parking spaces on West Franklin Street and Apple Street truck traffic. Old business includes South Oak Street Bridge pedestrian railing and traffic concerns on South State Street.

• Comcast Cable Communications construction plans and agreements for Areas B1, C, and C2
• 44th Annual Firecracker Run event request
• House Bill No. 765 – Session of 2021
• Leasing of parking spaces – West Franklin Street Parking Lot
• South Oak Street Bridge pedestrian railing / vehicle barrier

The Highway Committee met on March 22, 2021, and reviewed several action items, all of which will be recommended to Borough Council for approval at their April 12, 2021 meeting. These include conditional approval of the 44th Annual Firecracker Run street use request, support for House Bill No. 765, and conditional approval of three Comcast underground cable installation projects. No final decisions were made by the committee itself; all items are recommendations to Borough Council.

• Recommended conditional approval of Firecracker Run street use for July 3, 2021, subject to EMC review, insurance, and COVID-19 guidelines
• Recommended authorizing Borough Manager to provide letter supporting House Bill No. 765
• Recommended conditional approval of Comcast cable installation in Heatherwood Heights ($106,040 performance guarantee)
• Recommended conditional approval of Comcast cable installation in Brickyard and Pioneer View ($338,070 performance guarantee)
• Recommended conditional approval of Comcast cable installation in Brickyard ($26,844 performance guarantee)

Regular Meeting

The Zoning Hearing Board will hold a public hearing on March 17, 2021, to consider two variances requested by Cloister Associates, LP, to subdivide an existing pad site at the Cloister Shopping Center, 120 North Reading Road. The variances are needed because the proposed lot would be 27,527 square feet, below the required 40,000, and impervious coverage would be 98.5%, exceeding the 80% maximum. The meeting will be held remotely via Zoom; contact the Borough for participation details.

• Two variances sought under section 319-20.B(6)(a) of the Borough Code
• Property located at 120 North Reading Road in Highway Commercial zoning district
• Applicant/owner: Cloister Associates, LP, 2498 East Market Street, York, PA
• Public hearing scheduled for Wednesday, March 17, 2021 at 7:00 p.m.
• Remote meeting via Zoom; contact Borough by March 10 for accommodations

Regular Meeting

The Ephrata Planning Commission will hold its regular meeting to reorganize, approve previous minutes, and review a preliminary/final land development plan submitted by Brian McCarty. The meeting is scheduled for March 16, 2021, at 7:30 PM.

• Reorganization: selection of Chairperson and Vice-Chairperson
• Approval of November 2020 meeting minutes
• Brian McCarty – Preliminary/Final Land Development Plan

Committee Meetings

The Municipal Enterprises Committee will consider an ordinance amending the Borough's electricity code and a letter of commitment for a Gross Run matching grant. They will also discuss solar requirements for behind-the-meter generation and a draft management agreement with the Ephrata Borough Authority.

• Ordinance to amend Chapter 165 Electricity, Section 165-4 Description of service
• Gross Run matching grant letter of commitment
• Discussion: Behind the Meter Generation – solar requirements
• Discussion: Draft Management Agreement with Ephrata Borough Authority

The Municipal Enterprises Committee recommended that Borough Council enact an ordinance to eliminate the outdated three-phase 120/240 volt service, citing safety concerns. Existing services would be grandfathered, but no new ones approved. The committee also recommended authorizing the Council President to sign a letter of support for a $500,000 grant application for the Gross Run stormwater project. No action was taken on the two discussion items.

• Recommended Council enact ordinance to eliminate new three-phase 120/240 volt service (existing grandfathered)
• Recommended Council authorize letter of support for $500,000 grant for Gross Run stormwater project

Committee Meetings

The Ephrata Borough Public Safety Committee is meeting to discuss informational reports from the Police Department for February and an Emergency Management update. No action items are on the agenda, so the meeting is for discussion only.

• Police Department February Monthly Report - informational
• Emergency Management Report - informational

The Public Safety Committee met on March 15, 2021, and discussed several items but took no formal action. Chief John Petrick reviewed the February 2021 police report, highlighting three cardiac arrest responses and the department's use of AEDs. The committee discussed mental health cases, the PennDOT Yellow Dot program, and the April 22nd simulated tornado drill. Mayor Mowen stated that a rumor about a 'fire bug' in Ephrata is not true, and Chief Petrick noted the department is working with the PSP Fire Marshall on a recent townhouse fire.

• No action items were taken at this meeting.
• Reviewed the February 2021 Monthly Police Report.
• Discussed a potential increase in mental health cases; Chief Petrick to report back to Council.
• Discussed the PennDOT Yellow Dot program.
• Reviewed the Emergency Management February Report and discussed the April 22nd simulated tornado drill.
• Discussed COVID-19 vaccination efforts with WellSpan.
• Addressed a rumor about a 'fire bug' in Ephrata, stating it is not true.

Committee Meetings

The Special Projects Committee is meeting to discuss tenant and landlord utility bill responsibilities. The committee will also review old business items including free electric policy guidelines, new customer welcome packets, and the Junior Council program. No action items are scheduled for this meeting.

• Discussion of tenant/landlord utility bill responsibilities
• Review of free electric policy guidelines
• Review of new customer welcome packets
• Review of Junior Council program

The Special Projects Committee met on March 15, 2021, but took no formal action. They discussed utility balance liability and possible landlord protections, with staff to report back in April. They also reviewed the Junior Council Program, and Councilman Reinhold volunteered as mentor.

• No action items were taken at the meeting
• Councilman Reinhold volunteered as mentor for Junior Council Program

Committee Meetings

The Ephrata, PA Personnel Committee met on March 8, 2021, to discuss internal administrative matters. The agenda contained no action items, meaning no votes or final decisions were scheduled. The meeting focused on reviewing job descriptions for various borough positions and establishing communication policies between the committee and elected officials.

• Discussion of job descriptions for Borough Manager, Director of Finance & Administration, Municipal Services Manager, HR Manager, and IT Manager
• Creation of policy for communication between the Personnel Committee and elected officials
• Discussion of job duties for a Social Media Intern
• Revision of employee evaluation documents
• Planning for 2021 committee retreats and workshops

The Personnel Committee met on March 8, 2021, and took several actions. It selected a description for a council role and directed Rowe to add it to the Borough website. The committee also decided to place a communications policy discussion back on the 'Suggested Policies/Guidelines to Work On' list as the ninth suggestion. It reviewed the revised Borough Manager job description, agreed no further revisions were needed, and moved it to an action item for a vote at the April 12 meeting. The committee then entered executive session for a personnel matter and adjourned without discussing old business.

• Selected a description for a council role and directed Rowe to add it to the Borough website.
• Decided to place the communications policy discussion back on the 'Suggested Policies/Guidelines to Work On' list as the ninth suggestion.
• Agreed that no further revisions are necessary for the Borough Manager job description and moved it to an action item for a vote at the April 12 meeting.
• Entered executive session to discuss a personnel matter.

Voting Session

The Ephrata Borough Council is holding its regular voting session, where it will consider approving minutes, accept various committee and department reports, and vote on the approval of checks 44456 through 44655 and the ACH register. The agenda is largely procedural, with no major new ordinances or public hearings listed.

• Approval of checks 44456 through 44655 and ACH register dated February 25, 2021
• Acceptance of February 2021 General Ledger Report
• Reports from Ephrata Pioneer Fire Company, Ephrata Community Ambulance Association, and Ephrata Emergency Management
• Ephrata Farmers Day Association 2020 Financial Statements
• Approval of minutes from February 1 and February 8, 2021 meetings

The Ephrata Borough Council unanimously approved an ordinance to incur up to $2.5 million in debt for a new aerial fire truck, along with a resolution to reimburse the General Fund for related costs. The council also approved several other items, including a $63,605 payment to Mainspring, a cleaning contract, and a police office lease. All votes were unanimous.

• Enacted Ordinance 1558 authorizing up to $2.5M debt for fire truck (unanimous)
• Adopted Resolution #2021-5 to reimburse General Fund for fire truck costs (unanimous)
• Approved $63,605 payment to Mainspring for operations (unanimous)
• Awarded RFP #EB21-1 building cleaning to M & H Cleaning (unanimous)
• Approved lease with Adamstown Borough for police office space (unanimous)
• Enacted Ordinance 1559 amending school zone times (unanimous)
• Authorized purchase of 2020 Ford Transit van for $37,775 (unanimous)
• Approved $5,000 donation for Whistlestop Plaza improvements (unanimous)

Work Session

The Ephrata Borough Council work session will discuss several committee actions, including a proposed ordinance to incur $2.5 million in debt for a fire truck and a related resolution. Other items include appointments, contracts, and event requests. No final votes are expected at this work session.

• Ordinance #1558: $2,500,000 general obligation note for fire truck purchase
• Resolution #2021-5: Intent to reimburse General Fund for fire truck costs
• Ephrata Borough Authority Board appointment: Gregory Zimmerman
• 1 East Main Street: Access easement discussion
• Ephrata Community Pool: 2021 rates discussion

The Ephrata Borough Council held a work session to discuss agenda items for the March 8 voting meeting, including financing options for a new aerial fire truck, committee recommendations on various contracts and requests, and a decision to cancel the bid for a pool flume slide. No final votes were taken during this work session; all items are recommendations for the upcoming voting meeting.

• Approved the disposition of a 2016 Dodge Charger to Matthew Santiago for $14,900.
• Authorized the Borough Manager to bid into the annual Auction Revenue Rights auction for 2021-2022 per AMP recommendations.
• Cancelled the bid for the community pool flume water slide due to insufficient time before the 2021 pool season; will re-bid for 2022.
• Discussed financing options for the fire truck, including a proposed ordinance to borrow up to $2.5M and a resolution to reimburse the general fund.
• Reviewed committee recommendations for the March 8 meeting, including contracts, easement, signage, and vehicle purchase.
• Tabled further discussion on the Firecracker Run request until the March 22 Highway Committee meeting.

Committee Meetings

The Budget and Finance Committee will consider action items including the status of the Pioneer Fire Department aerial truck, an Ephrata Borough Authority appointment recommendation, and a Mainspring contribution request. Discussion items include the 4th quarter financial review, pension reports, accounts subject to disconnections, and outstanding finance consultant work. Old business covers an audit of the collection process, credit card fees, rental abatement, borough parking expansion, and potential revenue sources.

• Pioneer Fire Department aerial truck status
• Ephrata Borough Authority appointment recommendation
• Mainspring contribution request
• 4th Quarter Financial Review
• McManus Invoice

The Budget & Finance Committee discussed financing for the Borough's 64% share of a $1,522,000 aerial fire truck for Pioneer Fire Department. It supports an ordinance allowing up to $2.5M in borrowing and a resolution to pay from cash reserves and reimburse later, recommending Borough Council approval on March 8, 2021. The committee also recommended appointing Councilman Greg Zimmerman to the Ephrata Borough Authority board and releasing $63,605 to Mainspring. No final decisions were made; all items are recommendations to Council.

• Supported ordinance to borrow up to $2.5M for fire truck financing (recommendation)
• Supported resolution to pay fire truck cost from cash reserves and reimburse later (recommendation)
• Recommended appointing Greg Zimmerman to Ephrata Borough Authority board (recommendation)
• Recommended releasing $63,605 to Mainspring for FY 2020/2021 (recommendation)

Committee Meetings

The Development Activities Committee will consider several action items, including an annual engineering services contract with HRG, an access easement request for 1 East Main Street, a wayfinding request from Mainspring of Ephrata, an award for RFP #EB-21-1 for building cleaning services, and a building improvement request from the Ephrata Public Library. They will also discuss February zoning decisions and March zoning applications. The agenda is preliminary and may be revised.

• HRG annual contract for engineering services for plan reviews
• 1 East Main Street access easement request
• Mainspring of Ephrata Wayfinding request
• RFP #EB-21-1 Building Cleaning Services award
• Building improvement request from the Ephrata Public Library

The Development Activities Committee met and recommended several actions for Borough Council approval at the March meeting, including executing the annual HRG professional services agreement, granting an access easement to WMJ Properties for 1 East Main Street, approving wayfinding signage and bike racks proposed by Mainspring, awarding a cleaning contract to M&H Cleaning, and approving a library beehive with restoration conditions. No final decisions were made; all items are recommendations pending Council action.

• Recommended executing annual HRG agreement for 2021
• Recommended authorizing access easement for WMJ Properties at 1 East Main Street
• Recommended approving 8 wayfinding signs and 6 bike racks, subject to staff review
• Recommended awarding cleaning contract to M&H Cleaning for $25,200/year for 3 years
• Recommended approving library beehive subject to escrow and restoration agreement

Committee Meetings

The Ephrata Highway Committee is meeting to consider action items including event requests for the Memorial Day 5K and 44th Annual Firecracker Run, an ordinance amending school zone speed limit times, and a public works meter vehicle purchase. Discussion items include citizen concerns about Apple Street truck traffic and traffic concerns on South State Street. Old business includes the South Oak Street Bridge pedestrian railing and vehicle barrier. This is a preliminary agenda and may be revised.

• Ephrata Rec Center Memorial Day 5K Event Request
• 44th Annual Firecracker Run Event Request
• Ordinance Amending School Zone Speed Limit Times
• Public Works Meter Vehicle Purchase
• South Oak Street Bridge Pedestrian Railing / Vehicle Barrier

The Highway Committee reviewed several action items and will recommend Borough Council conditionally approve the Memorial Day 5K race, enact Ordinance No. 1559 for school zone changes, and approve a $37,775 vehicle purchase. The Firecracker Run request was tabled for further discussion. No final decisions were made by the committee itself.

• Recommended conditional approval of Memorial Day 5K race (subject to EMC review, insurance, COVID guidelines)
• Tabled Firecracker Run request until March 22, 2021 meeting
• Recommended enactment of Ordinance No. 1559 for school zone time changes
• Recommended approval of $37,775 Ford Transit-250 van purchase

Committee Meetings

The committee will consider action on 2021 pool rates. Discussion items include feral cat shelters, the Whistle Stop Plaza revisions, and a bid for a fiberglass flume water slide replacement.

• Action item regarding 2021 Pool Rates
• Bid #21-3 ECP Fiberglass Flume Water Slide Replacement
• Discussion of Whistle Stop Plaza Revisions

The Community Services Committee met on February 22, 2021, and will recommend that Borough Council adopt the 2021 Community Pool rates at their March 8 meeting. The committee did not support providing cat shelters on Borough property along the rail trail, so no recommendation will be made. It also discussed the water slide bid, which has received no bids, and decided to rebid for fall installation if no satisfactory bids are received by February 25. The committee will recommend conditional approval of the Whistlestop Plaza improvements and a $5,000 contribution from Borough Council.

• Recommended Borough Council adopt 2021 Community Pool rates
• Did not support cat shelters along rail trail; no further action
• Decided to rebid water slide for fall if no bids by Feb 25
• Will recommend conditional approval of Whistlestop Plaza improvements and $5,000 contribution

Regular Meeting

The Ephrata Zoning Hearing Board will hold a remote public hearing on February 17, 2021, to consider a variance request. The applicant seeks relief from the minimum lot width requirement of 60 feet, requesting 47 feet for a property at 351 Spring Garden Street. The property is in a Residential Low Density zoning district.

• Variance request for minimum lot width of 60 feet, seeking 47 feet
• Property at 351 Spring Garden Street, owned by Lynn R. Zimmerman
• Relief sought under section 319-20.A of the Borough Code
• Remote meeting via Zoom; participation details on Borough website week of Feb. 15
• Special accommodations requests due by Feb. 10, 2021

Committee Meetings

The Municipal Enterprises Committee will consider a tolling agreement involving Ephrata Borough, Ephrata Borough Authority, and Clay Township, and will discuss an alternate position for the AMP Board of Trustees. Discussion items include solar requirements for behind-the-meter generation, 2020 wholesale power supply costs, a conflict consent for McNees Wallace & Nurick, LLC, and an executive session on a potential solar site.

• Tolling Agreement between Ephrata Borough, Ephrata Borough Authority and Clay Township
• AMP Board of Trustees Alternate Position
• Behind the Meter Generation – Solar Requirements
• 2020 Wholesale Power Supply Costs
• Executive Session: Potential Solar Site

The Municipal Enterprises Committee met and discussed two solar-related items but took no formal action. The committee reviewed a potential 20-acre solar generation project on Redemptorist Fathers' land, with next steps including lease negotiations and an RFP if viable. It also discussed rooftop solar requirements after a resident's concerns, agreeing to send the requirements to PMEA for legal review. No decisions were made at this meeting.

• No action items were taken at the meeting
• Committee agreed to send rooftop solar requirements to PMEA for attorney review
• Borough Manager to recommend Stephen Morrison as AMP board alternate at March session

Committee Meetings

The Ephrata Public Safety Committee is meeting to take action on an office space lease involving Adamstown/Ephrata and a waiver request from the Ephrata Public Library regarding a bee hive. The committee will also discuss police department monthly, quarterly, and annual reports, a feral cat ordinance, an emergency management report, and PLEAC certification for safe policing.

• Adamstown/Ephrata Office Space Lease action item
• Ephrata Public Library Bee Hive Waiver Request action item
• Police Department January 2021 Monthly Report discussion
• Police Department 2020 Annual Report discussion
• Feral Cat Ordinance discussion

The Public Safety Committee recommended authorizing and ratifying the Ephrata Borough Police Department's application to the FAA for a Certificate of Authorization to operate its small unmanned aircraft system. The committee also reviewed police reports, an updated Use of Force policy, and discussed Fire Commission formation. No final council votes were taken; these were committee recommendations and discussion items.

• Recommended authorizing FAA Certificate of Authorization for police drone use
• Reviewed November and December 2020 police reports
• Reviewed updated Use of Force policy, to be posted on department website
• Discussed Fire Commission formation, with possible contract for Jerry Ozog

Committee Meetings

The Ephrata Borough Personnel Committee is meeting to discuss its duties, job descriptions for several borough positions, and priorities for the coming year. The agenda includes no action items, only discussion items. Topics include the Borough Manager job description, a social media intern role, evaluation documents, and other staff positions. The committee will also plan workshops, policies, and retreats for 2021.

• Discussion of Borough Manager job description
• Discussion of job descriptions for Finance, Municipal Services, HR, and IT managers
• Discussion of social media intern job duties
• Revision of evaluation documents
• Planning for 2021 retreats, dates, and topics

Voting Session

The Ephrata Borough Council is holding a voting session with a consent agenda that includes several approvals. Key items include adopting resolutions to exonerate the borough from real estate taxes on its properties and to authorize record disposition, as well as executing agreements with the Ephrata Area School District for the high school additions and tennis courts. The council will also vote on releasing $81,744.1 in escrow funds to Radio Properties, LLC for improvements to two apartment buildings on Bethany Road. The meeting includes reports from various committees and departments, and a proclamation for Black History Month.

• Resolution 2021-1: exonerate Borough from paying real estate taxes on various Borough properties
• Resolution 2021-2: authorize disposition of certain Borough records
• Execute Subdivision and Land Development Agreement with Ephrata Area School District for high school additions and tennis courts
• Execute Operation and Maintenance Agreement with Ephrata Area School District for same project
• Release $81,744.1 escrow to Radio Properties, LLC for two apartment buildings at 40 and 44 Bethany Road

The Ephrata Borough Council approved a $2,951,760.96 transfer from the Borough's Central Treasury to the Ephrata Borough Authority, along with several other items including a $100,719.33 bid for EPAC fire damage repairs and a $55,446 bid for park improvements. All votes were unanimous. The council also adopted resolutions for tax exoneration, record disposition, and a police drone application, and approved the purchase of a new mower for $15,681.06.

• Approved $2,951,760.96 transfer to Ephrata Borough Authority (unanimous)
• Awarded $100,719.33 bid to DESSCO Design & Construction for EPAC fire repairs (unanimous)
• Awarded $55,446 bid to T.R. Stoner for Thomas Grater Memorial Park Improvements (unanimous)
• Approved $15,681.06 purchase of John Deere mower (unanimous)
• Adopted Resolution 2021-1 exonerating Borough from real estate taxes (unanimous)
• Adopted Resolution 2021-2 authorizing record disposition (unanimous)
• Adopted Resolution 2021-3 for police drone application (unanimous)
• Adopted Resolution 2021-4 adding pavilion rental to Schedule of Fees (unanimous)

Work Session

The Ephrata Borough Council is holding a work session to discuss committee actions, including resolutions on tax exoneration and records disposition, development agreements for the high school project, a bid for fire damage repairs, and a request to reduce financial security. The agenda also includes items on police drone authorization, equipment purchases, park improvements, and a revised fee schedule. No final votes are expected at this work session.

• Resolution 2021-1: Exonerating Borough from paying 2021 real estate taxes on Borough-owned parcels
• Ephrata High School Building Additions and Tennis Courts: Land Subdivision and Development Plan Agreement
• Bid #21-2: Fire Damage Repairs at Ephrata Performing Arts Center
• Radio Properties, LLC – 40 & 44 Bethany Road Site Improvements – Request to Reduce Financial Security
• Resolution 2021-4: Revised 2021 Fee Schedule to Include Thomas P. Grater Memorial Park Pavilion Rental Fees

The Ephrata Borough Council held a work session to review committee recommendations for the February 8 voting meeting. Key items include a $273,139.35 subdivision and land development agreement with the Ephrata Area School District, a $2,951,760.96 transfer from the Central Treasury to the Borough Authority, and a $100,719.33 bid award for EPAC fire damage repairs. No final votes were taken; all items are scheduled for the next meeting.

• Reviewed $273,139.35 land development agreement for Ephrata High School additions (to be voted Feb. 8)
• Reviewed $2,951,760.96 transfer from Central Treasury to Borough Authority (to be ratified)
• Reviewed $100,719.33 bid award for EPAC fire damage repairs to DESSCO Design & Construction (to be voted)
• Reviewed $55,446 bid award for Thomas Grater Memorial Park improvements to T.R. Stoner (to be voted)
• Reviewed $15,681.06 mower purchase via COSTARS contract (to be voted)
• Tabled beehive request at Ephrata Public Library pending more info
• Reviewed $81,744.10 partial release for Radio Properties LLC apartments (to be voted)
• Reviewed police drone FAA authorization application (to be ratified)

Committee Meetings

The Community Services Committee reviewed bids for Bid #21-1 Thomas Grater Memorial Park Improvements and will recommend Borough Council award the contract to low bidder T.R. Stoner for $55,446. The committee also agreed to recommend approval of EASD-constructed dugouts at LHORA field 2 and adding pavilion rental fees to the Schedule of Fees. These are recommendations for the February Borough Council meeting, not final decisions.

• Recommended awarding Bid #21-1 to T.R. Stoner for $55,446
• Recommended approving EASD dugout construction at LHORA field 2
• Recommended adding pavilion rental to Schedule of Fees

Committee Meetings

The Highway Committee reviewed and will recommend Borough Council approve the purchase of a new John Deere Z970R ZTrak mower for $15,681.06 through a cooperative purchasing program. The committee also discussed truck traffic concerns on Apple Street, school zone speed limit changes, a bridge inspection, and utility projects, but no final decisions were made on these items.

• Recommended approval of $15,681.06 mower purchase (John Deere Z970R) for Council action on Feb 8, 2021
• Discussed Apple Street truck traffic complaints; staff to research accident reports and report back in February
• Reviewed PennDOT approval of school zone speed limit hour changes; solicitor to prepare ordinance amendment
• Noted South Oak Street Bridge inspection scheduled for Nov 4, 2021; staff to discuss railing concerns with Mackin Engineering
• Reviewed utility projects; only Windstream has conditional approval for conduit installation; UGI extensions shelved pending restorations

Committee Meetings

The Development Activities Committee recommended Borough Council approve a $273,139.35 subdivision and land development agreement with Ephrata Area School District for high school additions and tennis courts, plus a stormwater operation and maintenance agreement. It also recommended awarding a $100,719.33 bid for EPAC fire damage repairs to DESSCO Design & Construction, Inc., and releasing $81,744.10 in escrow to Radio Properties, LLC for completed improvements. The committee tabled a request for an observation beehive at the library pending more information and a waiver review.

• Recommended approval of $273,139.35 land development agreement with Ephrata Area School District
• Recommended approval of stormwater operation and maintenance agreement for school project
• Recommended awarding $100,719.33 EPAC fire repair bid to DESSCO Design & Construction, Inc.
• Recommended partial release of $81,744.10 escrow to Radio Properties, LLC for Bethany Road apartments
• Tabled library beehive request pending more info and waiver review

Committee Meetings

The Budget & Finance Committee met and recommended two action items for Borough Council approval: Resolution 2021-1 to exonerate the Borough from paying real estate taxes, and the annual disposal of records per a January 20, 2021 memorandum. Both items will appear on the Consent Agenda. The Committee also discussed but took no formal action on an Authority board vacancy, purchase orders, wastewater budget reallocations, and a fire truck sale.

• Recommended Resolution 2021-1 exonerating Borough from real estate taxes for Council adoption
• Recommended approval of annual records disposal per Jan 20, 2021 memorandum
• No objection to appointing John Keller to Ephrata Borough Authority vacancy if willing
• No action on 2021 purchase orders carried over from 2020 budget
• No action on wastewater expenditure reallocation in 2021 budget
• No action on Pioneer Fire Department aerial truck sale and purchase

Regular Meeting

The Ephrata Zoning Hearing Board will hold a public hearing to consider a special exception request to expand an existing non-conforming auto auction use at 1605 Apple St. The property is in a Residential Medium Density zoning district, and relief is sought under section 319-65.C(3) of the Borough Code. The meeting will be held remotely via Zoom on January 20, 2021.

• Special exception request for expansion of non-conforming auto auction use
• Property at 1605 Apple St., Ephrata, PA 17522
• Applicant and owner: James Landis
• Relief sought under section 319-65.C(3) of Borough Code
• Public hearing held remotely via Zoom

Committee Meetings

The Municipal Enterprises Committee will discuss a potential solar site and behind-the-meter solar generation requirements. No action items are listed. The committee will also revisit the AMP Board of Trustees alternate position. The next meeting is scheduled for February 16, 2021.

• Discussion of potential solar site
• Discussion of behind-the-meter solar generation requirements
• Old business: AMP Board of Trustees alternate position

The Municipal Enterprises Committee met on January 18, 2021, and discussed two solar-related items: a potential 20-acre solar generation project on Redemptorist Fathers' land, and rooftop solar requirements. No formal decisions were made; the committee took no action on either item.

• No action taken on 20-acre solar generation project discussion
• No action taken on rooftop solar requirements discussion

Committee Meetings

The Ephrata Borough Public Safety Committee will meet to consider a single action item: an FAA Certificate of Authorization. The committee will also receive informational updates on the police department's monthly report, emergency management, use of force policy, fire commission status, and a legislative update from PSAB.

• FAA Certificate of Authorization - Action
• Police Department Monthly Report - Informational
• Emergency Management Report - Informational
• Use of Force Policy - Informational
• Fire Commission Status - Informational

The Public Safety Committee recommended authorizing and ratifying the Ephrata Borough Police Department's application to the FAA for a Certificate of Authorization to operate its small unmanned aircraft system as a public entity. The committee also reviewed the updated Use of Force Policy, which will be posted on the department's website. No final decisions were made by the committee; the recommendation will go to the full council.

• Recommended authorizing and ratifying police drone FAA application
• Reviewed updated Use of Force Policy; to be posted on department website
• Discussed Fire Commission status; proposed contract for Jerry Ozog's services
• Noted PSAB feedback deadline for PennDOT personal delivery device policy

Committee Meetings

The Special Projects Committee is meeting to discuss several items, including a VFW gateway sign request and a Junior Council Program. They will also revisit old business items such as free electric policy guidelines and new customer welcome packets. No action items are listed on this preliminary agenda.

• VFW gateway sign request
• Junior Council Program
• Free electric policy guidelines
• New customer welcome packets

The Special Projects Committee rejected a waiver request from the Veterans of Foreign War to exceed the maximum sign area for four new gateway signs. The committee will not make any recommendations to Borough Council, and staff will inform the VFW of the decision. The committee also discussed the Junior Council Program with the school district and noted the suspension of free electric policy guidelines until 2021.

• Rejected VFW waiver request for sign area of 720 sq in (max is 432 sq in)
• No recommendation to Borough Council on VFW sign waiver
• Discussed Junior Council Program; no action taken, item remains open
• Suspended free electric policy guidelines until 2021

Committee Meetings

The Ephrata Personnel Committee is meeting to discuss its own duties and priorities, along with revisions to evaluation documents and job descriptions for key borough positions. The agenda is largely discussion-based with no formal action items. Items held from previous meetings, such as priorities, workshops, and policies, are also on the table.

• Discussion of job descriptions for Director of Finance & Administration/Finance Manager/Accountant and Borough Manager
• Revision of evaluation documents
• Discussion of committee duties and priorities
• Planning for 2021 retreats, dates and topics

Voting Session

The Ephrata Borough Council is holding a voting session to approve minutes, accept committee and department reports, and authorize checks. The agenda includes recognition of borough employees and opportunities for public comment. Most items are routine approvals and reports.

• Approval of checks 43880 through 44230 and ACH register dated December 30, 2020
• Acceptance of December 2020 reports from fire companies, ambulance association, and emergency management
• Recognition of borough employees
• Approval of minutes from December 7 and December 14, 2020 meetings

Work Session

The Ephrata Borough Council work session will discuss committee actions, including annual ratification of reference materials and policies, and the disposition of old police fleet vehicles. The agenda is largely procedural, with no major ordinances or contracts listed.

• Annual ratification of reference materials including By-Laws, Rules of Order, and various policies
• Disposition of old police fleet: 2 2008 Chevrolet Impalas and 3 2016 Dodge Chargers

The Ephrata Borough Council held a work session on January 4, 2021, and approved the disposition of five surplus police vehicles to various buyers. The council also discussed upcoming ratifications of governing documents and COVID-19 vaccine distribution plans. No other substantive decisions were made during this work session.

• Approved sale of 2008 Chevrolet Impala (VIN 2G1WS553481247230) to Northern York County Regional Police Dept for $3,750
• Approved sale of 2008 Chevrolet Impala (VIN 2G1WS553581250038) to Angela Petrick for $3,500
• Approved sale of 2016 Dodge Charger (VIN 2C3CDXKT3GH242809) to Blakely Borough for $13,300
• Approved sale of 2016 Dodge Charger (VIN 2C3CDXKT0GH238104) to Randy Grim for $13,000
• Approved sale of 2016 Dodge Charger (VIN 2C3CDXKT7GH238102) to Frank Anunziato for $13,000