FRANKLIN TOWNSHIP

SPECIAL MEETING BETWEEN BOARD OF SUPERVISORS

AND PARK & RECREATION BOARD 

June 28, 2006

 

 

CALL TO ORDER

A Special Meeting was held between the Board of Supervisors and the Park & Recreation Board on June 28, 2006 at the Franklin Township Municipal Building, 150 Century Lane, Dillsburg, York County, Pennsylvania to discuss a Master Plan for Ponderosa Park.

 

ROLL CALL

Present were Supervisors Larry Lambert, John Shambaugh, Naomi Decker, and Donald Lerew.  Also present were John Flanagan from the Park & Recreation Board and Township Secretary Nancy Zentmeyer.

 

PRESENTATION

Mr. Flanagan made the presentation from the four firms that submitted quotes.  It was noted that there are a lot of similarities and that all will qualify for DCNR.  A chart has been made to show what each firms is proposing as noted below:

 

                        YSM                            SSM                            Rettew                         Melham

 

Cost                 $11,900. fixed              $14,900.                      $11,200. est.                $10,998. fixed

                                                                                                + $750. (mileage

                                                                                                reproductions)

Survey

 Cost                not given                       not given                       not given                       $ 3,200.

 

Cost Est.

for Project        Yes                              Yes                              Yes                              Yes

 

Sketch Plan      2                                  2                                  1                                  1

 

# of Mtgs.        5                                  3                                  6                                  5

These meetings will consist of one with the Supervisors and the remaining with the Park & Recreation Board.

 

# of

Individual

Interviews         10                                10                                0                                  12 or there abouts

 

Final Plan         1 laminated                   5 color hard copies       1 graphic for plan          24 x 36

                        11 x 17 color                1 digital                          design             12 copies – reduced

                        1 digital                                                                                                1 digital

 

Assist Twp.

in Grant

Application       No                               No                               No                               Yes – will help on a

                                                                                                                                    volunteer basis

Mr. Flanagan indicated that Melham is a firm out of Harrisburg, the meetings are to establish priorities, and the interviews would be with organizations that would be utilizing the park.  Mr. Flanagan thanked the Board of Supervisors for setting up this Special Meeting and also noted that if the Supervisors decide today, YSM, SSM and Melham indicated that if they get the “go ahead” they can guarantee that the Township would be able to submit the grant by the September deadline.

 

In regards to Melham Associates, Supervisor Decker noted that she had done some research from the references that Melham provided.   Peters Township in 1991 had Melham do their plan and she noted that they had nothing negative to say.  There was also a 2nd in-house plan done for Peters Township.  It was noted that Supervisor Decker had talked with Mr. Tim James of Manchester Township and they had used both YSM and Melham Associates.  Melham’s plans are usually done in more populated areas.  It was noted that it was not just the cost of the project with YSM but they also gave follow-up support.  There was nothing negative given about either of the firms.  World Systems out of  Lewisberry hired YSM for their project in showing their park equipment.

 

Chairman Lambert indicated that he was impressed with Melham’s cost figure and that they would assist with the grant application.  It was questioned whether or not the Township had to go with the lowest bidder and it was noted that this is a proposal for professional services and the lowest bidder does not need to be chosen.  Supervisor Decker said it was like hiring KPI for the zoning;  We never went out on bid.

 

Mr. Flanagan asked if there are any proposals that the Supervisors would like to eliminate.  Chairman Lambert suggested eliminating SSM and Rettew Associates based on their costs.  Mr. Flanagan noted that YSM and Melham Associates are fixed costs.  It was noted that the topography has already been done on the playing fields.  Also discussed was the survey cost and that at some time this may be required.

 

Motion:           Supervisor Shambaugh made a motion to accept the Melham Associates proposal of $10,998.00 without the survey, for them to assist in the grant application in funding in leveling the ball fields and when the survey is needed that Melham Associates be the front runner.  Seconded by Vice Chairman Lerew.

 

Supervisor Decker stated that YSM did the conceptual plan and is already familiar with the park and has inventoried what is there.  YSM has done this type of work on smaller parks in the area and they also have follow-up assistance.  Melham Associates deals with larger parks and Supervisor Decker feels that they are out of our league.  It was noted that Warrington Township has used YSM and she asked that the Supervisors reconsider YSM for doing this project.  Also discussed was the what is the dollar value of assisting in the grant process.  Supervisor Decker noted that she is familiar with YSM’s work and not with Melham’s  Chairman Lambert noted that the grant preparation is more of a time issue and Melham would be able to help the Township.

 

Mr. Flanagan noted that the grant money would be available in February, the Township could submit bids to contractors and hopefully the work would be completed next fall.  Mr. Flanagan also noted that Melham Associates did visit the park and hand delivered the proposal to his home.  Supervisor Decker noted that YSM has also gone the “extra mile” and that YSM is the only firm that met the original deadline.

 

The motion carried with Supervisor Decker opposing.

 

The Supervisors stated that they appreciated all the work that Mr. Flanagan has done with this project.  Supervisor Decker said she thought Melham would do a good job for us.

 

 

OTHER BUSINESS

1.  Rettew Associates Change Order

Supervisor Decker noted that a revised addendum had been received from Rettew Associates for $2,000.00 for additional costs.  Decker Surveying figures were not in the format and talking with Rettew the cost has gone down from $2,000.00 to $700.00.  It was noted that a change order is needed from the original contract price and that this needs to be forwarded to DCNR.  It was noted that this is not a problem.

 

Motion:           Chairman Lambert made a motion to accept the change order to increase the fee of $700.00 to Rettew Associates for work done at Ponderosa Park.  Seconded by Vice Chairman Lerew.  The motion carried unanimously.

 

2.  PSATS NewsBulletin

Supervisor Shambaugh noted that there are a couple of items in the June 2006 PSATS NewsBulletin that needs to be discussed.  The first issue is HR 5252 that deals with cable franchise agreements.  Townships and the nations other local governments would lose the ability to negotiate franchise agreements with cable providers.  The second issue is HB 881 which would make significant changes to the UCC such as requiring townships to inspect one and two family homes within 48 hours, impost stricter time limits on plan reviews, to increase training fees from $2.00 to $4.00, and adopting regulations.

 

Motion:           Supervisor Shambaugh made a motion to send letters to PSATS in support of opposing HR 5252 on cable franchise agreements and opposing HB 881 on UCC changes.  Seconded by Chairman Lambert.  The motion carried unanimously.

 

Vice Chairman Lerew indicated that he had received a call from Mr. Gil Picarelli of KPI with setting up a meeting with the Supervisors.  It was noted that none of the other Supervisors received a call from Mr. Picarelli.  It was suggested that Mr. Picarelli be contacted to find out what the issue is and to be placed on the July Board of Supervisors agenda if necessary.

 

ADJOURNMENT

Motion:           Chairman Lambert made a motion to adjourn the meeting at 10:51 a.m.  Seconded by Vice Chairman Lerew.  The motion carried unanimously.

 

Respectfully submitted,

 

 

 

Nancy E. Zentmeyer

Township Secretary