Rapho Township

Annual Report 2009

MANAGER’S REPORT 2009

With the retirement on January 31 of Nancy Halliwell, the Township began a year of transition and learning, not just for me, but for the entire staff.  All members of the staff have taken on tasks that they had not been asked to do under Nancy’s leadership, and they have had input on subjects they were never consulted on before.  They have proved themselves to be up to the challenge.

The following is a summary of some of the highlights in the Township during the 2009 calendar year.   

FINANCIAL ACTIVITY

The year’s budget was anticipated to end with a deficit of $167,000.  Our year-end deficit was $199,263, with $2,457,3578 in income and $2,656,621 in expenses, including $490,000 in interfund transfer to establish the Capital Reserve Fund.  This fund was instituted this year, along with a project tracking system that allows easier record-keeping for multi-year capital projects.  Chris Weatherby has done an excellent job of setting up this fund and adjusting to the new accounting activities that come with it. 

Chris also streamlined our payroll system in 2009 by converting payroll to a direct deposit system, for those employees who elected to participate, at no cost to the Township, through the PLGIT funds.  The manager and supervisors receive payroll reports as always, but supervisors do not have to sign payroll checks on a bi-weekly basis.  Employees have seemed pleased with the new system.

Taxes and revenues

Earned Income Tax

This year began and concluded with some confusion among the municipalities about their role of the Lancaster County Tax Collection Bureau.  School districts agreed to have municipal representation on the Executive Board after the County as a whole failed to meet a state deadline to opt out of the Act 32 tax collection process.  New administrative leadership at the LCTCB reconciled collections and discovered overpayments that had been made to many taxing agencies.  Rapho Township was one of the few municipalities which actually saw an increased payment, with a $189,000 payment in addition to regular collections made at the end of the year.

Local Services Tax 

The second year of local service tax collections yielded a somewhat higher amount than was anticipated, finishing with approximately $161,000 in revenue, including collections from the last quarter of 2008.  Melva Kready has taken initiative in identifying and following up with businesses that are subject to the tax, and at year’s end there were no delinquent taxpayers from 2008.  Zoning enforcement and the local services tax collection have been coordinated to find a number of new businesses operating in the Township.

Grants and donations

The final $100,000 payment of the Department of Conservation and Natural Resources grant for the walking trail system and restroom/concession stand was a pleasure to receive after the state budget delay.  Funds for the electrical system at the park were received through a Mike Brubaker’s office ($20,000) and an Urban Enhancement Grant from the County ($75,000).  All of these grants were secured through Nancy’s efforts, and I was lucky enough to be able to close them out on her behalf.

A DCED grant reimbursed a portion of the cost of the pothole patcher ($26,900), purchased jointly with Penn Township.  The Township received a partial payment of the Lancaster County Planning Commission grant for the comprehensive plan development ($22,000). 

The Township submitted documentation and received payment from the Department of Environmental Protection for the Act 537 Plan ($54,633), in spite of the state’s notice that municipal plans might not all be reimbursed in 2009.

Private donations to the park totaling $3,800, primarily toward the purchase of plants and trees served as an unexpected source of revenue. 

Recycling

154 recycling permits were issued or renewed in 2009.  The Department of Environmental Protection took note of the fact that the Township’s state grant funding has now exceeded $10,000.  As a result, they informed us that we must revise our recycling ordinance to make recycling requirements more stringent if we wish to continue to receive the state grant.  We did receive the anticipated grant for 2007’s tonnage, which totaled $13,095. 

Other revenue sources

In spite of the weak economy, building in the Township continued, and overall license and permit income balanced out to meet budget estimates.  Building and zoning permit revenue was 25% under budget, but other charges for services exceeded planned estimates.  Real estate transfer tax remained relatively constant, and subdivision and land development applications continued to come in even as dire economic predictions continued.  Interest income was the hardest hit of all revenue line items, with only 25% of anticipated earnings. 

Septic system reporting program

This program was implemented for the first time this year, with property owners in the Elm Tree II voting district being required to pump their systems.  The septic system report payments of $25 per property have helped to offset the cost of implementing this program.  Chris and Melva worked with a computer consulting firm to create a user-friendly program that allows quick data entry as reports are received.  The program was linked by the programmer to Melva’s tax collection records.  As property ownership changes and she updates her tax records, the database for the property owners for the septic system reports will be updated automatically.  It took some time to work the glitches out of this program, but thanks to their perseverance with the system and Chris’ continuing follow-up with haulers and residents submitting reports, keeping accurate records has become much simpler. 

PUBLIC WORKS

John Haldeman and the crew had a remarkable number of accomplishments in 2009. Many of the projects they were able to complete themselves with minimal assistance from subcontractors, rather than having to contract out projects.

Road projects

The crew did a major project in the spring installing a new stormwater drainage system along Camp Road. 

The Esbenshade Road reclamation and paving project was completed in the summer, at a cost $9,000 below the original estimate.  Many compliments were received about this project, as the design made improvements to the drainage and slope of the road along with the surface reconstruction.

Oil and chip projects were completed as scheduled on Drager Road, Garfield Road, Habecker Road and other road sections in the southern portion of the Township. The crew also completed a tree removal, paving, and stormwater drainage system on Woodland Drive and Dogwood Circle in late summer. 

Rapho Park

The completion of the walking trail system and the restroom/concession stand was truly a milestone in the development of the park.  The crew worked many hours along with subcontractors, many of whom donated labor and materials, to complete the projects. 

The electrical work for the building and the three-phase electrical system for the entire park was completed as contracted and inspected.  Numerous donated trees and plants were planted by the crew as well.

Buildings and grounds

The crew took leadership on the long-needed stormwater drainage system around the municipal buildings.  By completing much of this work ourselves, we kept the cost of this project close to $45,000, which was well below what was anticipated.  With the increased pressure for stormwater management with the recently released Chesapeake Bay standards, this project was critical to showing that the Township is prepared to meet the same requirements we ask of our developers and property owners.

We determined that it would be in the best interest of the Township for the heating and air conditioning system design and installation to be performed entirely by contracted workers.  The project was completed within the time frame required by Garden Spot Mechanical, with only a few minor problems during the conversion of aging electrical components to the new system.

INTERMUNICIPAL COOPERATION

Encouraging coordination among the four partners of the Manheim Central region has proved to be one of the greatest challenges I have faced in my short tenure.  The disputes over the financing and future activities of MC Rec have required more time and energy than I anticipated. Disagreements that have arisen during this year affected the development of the comprehensive plan.  The plan has been continually revised even in its draft form due to the region’s apparent inability to agree on basic cooperative concepts and the changes in leadership in Manheim and the School District.

The Township’s relationship with Mount Joy Borough was also tested in 2009, due to concerns raised by new zoning issues in both communities.  A joint meeting of both elected bodies was held, which offered an opportunity for face to face communication about a variety of issues.

PLANNING AND ZONING

Personnel change

After the resignation of Rose Kays as zoning officer in April, the Township was fortunate to retain the services of former long-time zoning officer Lori McEntarfer through a contract with Code Administrators.  Lori’s vast knowledge of the history of the Township quickly made her a critical member of the staff.  She has worked closely with other staff members to pursue enforcement relating to complaints that had not been addressed for many months.  Lori and Chris worked with building inspectors to adopt a simpler permit processing system than had been in place.

Zoning ordinance amendment

The new Mixed Use Commercial Zone was established through an amendment to the Zoning Ordinance and Map.  The requirements for the new zone allow for most of the same uses as were allowed in the Interchange Commercial Zone already in existence, while providing for better use of space and architectural design.  Property owners will be required to present conditional use applications for any proposed development.  The provisions also define anchor and large scale anchor uses and liner shops, and encourage a mixture of residential and non-residential uses, two-story development, and pedestrian facilities.

Sewage enforcement

Dave Lockard served as the contracted sewage enforcement officer, and his activities included working with the Quail Creek developer to bring the package treatment plant there on line and assisting the Mount Hope Nazarene Home to address their failing system.  Building activity requiring permits for new systems was down, however, the new pumping program generated an increase in permits to replace septic tanks.  The state has begun to limit the amount of reimbursement for municipalities, reducing funding from 85% to 42% for 2008 expenditures.  Dave has recommended an increase in our fees for 2010 to compensate for the reduced state reimbursement. 

Land development and subdivisions

The Board of Supervisors approved eight subdivision plans:

Melvin Petersheim (West Hernley Road)

Mastersonville Fire Company (Meadow View Road)

Kenneth Hoover (Elizabethtown Road)

Jacob S. King (Elizabethtown Road)

R. Merle Breneman (Route 230)

Wilmer Beinhower (Sunnyside and Elizabethtown Roads)

Daniel and Mary King (Sunnyside and Baker Roads)

Jeffrey and Peggy Buckwalter (Cider Press Road)

The Board also approved five land development plans:

Iron Valley Harley Davidson (Lebanon Road)

White Oaks Veterinary Hospital (Lebanon Road)

SGM Enterprises (Auction Road)

Green Park Phase IV

Eastern Air Balance (Strickler Road)

Conditional use hearing

The Township was presented with the most complex conditional use application in its history in 2009, with a proposal by Maibach LLC to install an industrial facility which would convert “energy beets” into ethanol.  The applicant stated that the technology used would be cutting edge and the facility would be the first of its kind in the world.  This created a rather complicated hearing process which involved three parties in addition to the Township and the applicant, including the Borough of Mount Joy and the Mount Joy Fire Department.  Mount Joy had concerns about the fire safety and security of the facility, which would impact the Borough’s emergency service providers.  The applicant negotiated conditions with Mount Joy that resulted in their withdrawal from the hearing process.

Five hearings were held in this matter, and the Township incurred significant legal and engineering costs in an effort to assist the Board with their decision.  Ultimately the Township staff negotiated 98 conditions which were presented by the applicant to the Board.  Some of these conditions were the same as those negotiated with Mount Joy.  The Board incorporated all 98 into their decision in favor of the application, with one change to the impact fee to be collected after four years of operation.  The applicant’s proposed condition allowed for a ¼ cent fee per gallon of ethanol produced; the Board increased the fee to ½ cent per gallon.

The favorable decision has resulted in legal challenges.  The applicant has appealed the one changed condition, and five neighboring property owners have appealed the entire decision.  The legal process has begun and will continue into the new year.  No land development application has been received from Maibach as of the end of 2009.

EXPECTATIONS FOR 2010

Our two major road improvement projects will finally begin construction in 2010.  The Newcomer Road bridge project requires more PennDOT oversight, which makes it rather slow-moving.  However, the bridge improvements in the southern portion of the Township are critical to the closing of the two at-grade rail crossings at Eby Chiques and Newcomer Roads, and this project is at the top of the list of projects.  Given the federal interest in moving the Keystone Corridor high-speed rail line project forward, I anticipate that PennDOT will continue to nudge this project along more quickly.  Bids should be awarded by March.  Coordination of all the County, PennDOT, and local road and bridge improvements in the Mount Joy area will be critical in 2010, particularly for the benefit of the property owners and businesses in the southern end that will be affected by bridge closings and detours.

The Colebrook Road intersection at Sporting Hill involves far less red tape, but many more complications with property owners.  Right-of-way agreements are nearly completed, with all property owners in agreement with the general terms and payments to be made.  The total right-of-way purchase cost will exceed $34,000.  Once agreements are signed by all parties and payments are made, PennDOT will review the right-of-way plan and give approval for the bidding of the project.  I hope we can begin construction by late spring.

Other smaller bridge projects will be completed in 2010, including the bridge on Sunnyside Road, which will be funded in part by a County grant.  We will continue to plan projects over multiple years using the project-based capital reserve fund and anticipating engineering costs in the year prior to construction.

Completion of the Comprehensive Plan is a priority in the new year, particularly in light of the apparently growing philosophical differences among the partners in the region.  I feel strongly that a regional recreational organization will survive following the MC Rec controversies of 2009.  2010 will be the year when we determine in what form it will move forward.

Conditional use applications could arrive at any time for projects in the Triangle.  If the Board approves the Melhorn request for rezoning, there could be a number of lots subdivided there.  The sale of the Elm Tree School site to Tractor Supply will involve consideration of rezoning prior to the land development process.

Visionary emergency services planning will be needed in 2010.  Examining how we currently support our fire departments and how we will in the future will involve evaluation of the Township’s tax structure and the departments’ organizational structures.  We will continue to work cooperatively with these vital agencies to provide the best fire emergency preparedness possible.

I think that 2010 is the year to reflect on how the park is working and how we can further enhance it.  We will encourage use of the concession stand, and plan for the next steps in the master plan.  With the state’s current budget disarray, it is difficult to predict whether additional DCNR funding will materialize for the pavilions we have already planned.  However, changes to the density of residential developments in the Elm Tree area may help to support additional recreation facilities.

The Chesapeake Bay TMDL standards will influence our stormwater planning.  I hope to revive the Chiques Creek Watershed Alliance in an effort to address stormwater issues at an individual level.  Progress can only happen with community support.

The outstanding work of the Township staff will continue to provide the highest quality municipal services to this community.  I plan to support staff members in the completion of their duties by updating our personnel policy and implementing a staff evaluation program. 

I look forward to the second year of my tenure here at the Township.