Call To Order
Pledge of Allegiance
WEST WHITELAND TOWNSHIP
BOARD OF SUPERVISORS
Agenda
Wednesday, January 28, 2015
6:30 p.m.
PUBLIC COMMENT:
ANNOUNCEMENTS:
CONSENT:
1.
2.
3.
4.
5.
Accounts Payable Warrant Report
Approval of January 5, 2015 Organization Minutes
Approval of January 5, 2015 Business Meeting Minutes
Resolution 2015-xx Disposition of Media
Final Escrow Release – Fairfield Place Expansion
OLD BUSINESS:
1.
2.
3.
4.
Close-out of Remediation Project
Update on 250th Anniversary Events
Adoption of Ordinance No. 420 – Sewer Amendment
Adoption of Resolution 2015-xx – Sewer Fees
NEW BUSINESS:
1.
Approval of Revision to Township E-mail Policy
2.
Approval of Revision to Purchasing Policy
Adjournment
Next Meeting: February 11, 2015
Next Ordinance: 420
Next Resolution: 08
WEST WHITELAND TOWNSHIP
ACCOUNTS PAYABLE WARRANT REPORT
CHECK # 54090-54180
DATE 01/28/2015
WARRANT 01282015
GENERAL FUND
SEWER FUND
SEWER CONSTRUCTION
SOLID WASTE
SEWER CAPITAL FUND
LIQUID FUELS FUND
POST RETIREMENT
PUBLIC SERVICE FUND
FLEET MAINTENANCE FUND
FRIENDS OF THE PARK FUND
TECHNOLOGY FUND
SUBTOTAL
$
$
$
$
$
$
$
$
$
$
$
$
144,037.77
29,656.56
9,694.12
97,091.35
7,339.61
2,398.18
9,966.91
225.77
2,132.17
93.13
41,820.13
344,455.70
PFM GROUP 2007 DEBT
DECEMBER PAYMENT
$
3,333.32
PROCUREMENT CARD - JANUARY EXPENSES:
MICROSOFT - NEIGHBORHOOD UNIVERSITY
AMAZON - OFFICE SUPPLIES
AMAZON - OFFICE SUPPLIES
BUCA DI BEPPO - HOLIDAY LUNCHEON
AMAZON - OFFICE SUPPLIES
IDRIVE.COM - POLICE SUPPLIES
SUBTOTAL
$
$
$
$
$
$
$
306.00
67.67
37.99
900.60
27.27
374.62
1,714.15
TOTAL
$
349,503.17
APPROVED BY THE BOARD OF SUPERVISORS
DATE
STEVEN SOLES
GEORGE TURNER
JOSEPH DENHAM
WEST WHITELAND TOWNSHIP
Accounts Payable
Line Item Overages on Invoices Presented 1/28/2015 Posted 12/31/2014
Account Number
Department/Fund
Vendor
Overage
Amount
Inv Amt
Note
014140.3341
Planning & Zoning
Daily Local News
Various
$
014520.3489
Pennypacker
Peco
Various
$
925.28 Underbudgeted.
The majority of the overage caused by
expense from vandalism @ Pennypacker
House, which was offset by insurance
8,168.16 refund in 013620-9149 ($6,340).
664300.3250
Fleet Maintenance
Various
Various
$
6,784.58 Underbudgeted.
024290.3324
Sewer Fund - PA One
Call
Pennsylvania One
Call System, Inc.
$
124.75
$
271.80 Underbudgeted.
014100.3196.NHE1
Police Department
Red The Uniform
Tailor
$
18.88
$
355.49 Underbudgeted.
706800.3708
Technology
Best Buy
$
69.99
$
1,818.92 Underbudgeted.
124310.3450
Solid Waste Contracted Services
Charles Blosenski
Disposal Co., LLC
$ 60,717.00
$ 10,838.56 Underbudgeted.
124310.3365
Solid Waste
Chester County
Solid Waste
Authority
Various
$
014140.3450
664300.3455
014140.3341
Planning Dept
Fleet Maintenance
Planning & Zoning
014130.3314
Code Administration
124310.3314
Solid Waste
014300.3245
Public Works
Planning & Zoning
Department
Police Department
014140.3316
014100.3210
5,747.73 Underbudgeted.
County of Chester DCIS
$ 1,800.00
Various
Various
Daily Local News
$
558.00
Lamb McErlane,
PC
$
550.00
Underbudgeted. Expenses related to
$ 13,735.00 Corridors Plan caused overage.
$ 6,791.66 Underbudgeted.
$ 1,499.72 Underbudgeted.
$
4,912.40 Underbudgeted.
Lamb McErlane
Marchwood True
Value
Nancy R. Toner
Court Reporting
Office Depot
$ 6,506.00
$
4,778.05 Underbudgeted-related to trash bag issue
$
39.68
$
510.69 Underbudgeted.
$
$
357.50
31.69
$
$
261.93 Underbudgeted.
136.60 Underbudgeted.
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
4202 - ADVANCED
DISPOSAL SERVICES
1559 - AJ BLOSENSKI
INC
2834 - AL II
INVESTMENTS LLC
4407 - AMERICAN
BANKERS INSURANCE
CO OF FLORIDA
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
1/1/2015
54090
LF0004460748 124310 3365
RECYCLING/222 N
POTTSTOWN PIKE
25.00
25.00
1/1/2015
54090
LF0004460766 024290 3365
TRASH
45.00
REMOVAL/CLOVER MILL
45.00
1/1/2015
54090
LF0004460767 014520 3365
TRASH REMOVAL/925
OLD VALLEY RD
60.00
60.00
1/1/2015
54090
LF0004460768 014520 3365
TRASH REMOVAL 222 N
POTTSTOWN PIKE
17.50
17.50
1/1/2015
54090
LF0004465480 124310 3365
TRASH/RECYCLING
MUNICIPAL BLDG.
25.00
25.00
1/1/2015
54090
LF0004460768 014300 3365
TRASH REMOVAL 222 N
POTTSTOWN PIKE
17.50
17.50
1/1/2015
54090
LF0004465480 014092 3365
TRASH/RECYCLING
MUNICIPAL BLDG.
45.00
45.00
VENDOR TOTAL
235.00
235.00
CURBSIDE RECYCLING
17,321.75
17321.75
VENDOR TOTAL
17,321.75
17,321.75
WATER/COOLING
TOWER
160.12
160.12
VENDOR TOTAL
160.12
160.12
FLOOD
INSURANCE/CMPS
205.00
205.00
1/1/2015
1/1/2015
1/1/2015
54091
54092
54093
JAN 2015
0624930
DEC/JAN 15
60042087962
014
124310 3450
014092 3368
024290 3351
Page 1
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
4407 - AMERICAN
BANKERS INSURANCE
CO OF FLORIDA
2384 - AQUA PA
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
1/1/2015
54093
60101610462
014.
024290 3351
FLOOD
INSURANCE/CMPS
1,312.00
1312.00
1/1/2015
54093
60101610492
014
024290 3351
FLOOD
INSURANCE/CMPS
2,934.00
2934.00
VENDOR TOTAL
4,451.00
4,451.00
466.16
466.16
1/1/2015
54094
0300138
DEC/JAN 15
024290 3367
GRUBBS MILL PUMP
STATION
1/1/2015
54094
0310880
DEC/JAN 15
014520 3367
HYDRANT EXPENSE/OLD 30.95
VALLEY HILL RD
30.95
1/1/2015
54094
0310964
DEC/JAN 15
014520 3367
WATERLOO BLVD
91.02
1/1/2015
54094
0310965
024290 3367
HYDRANT EXPENSES 222 140.14
N POTTSOWN PKE
140.14
1/1/2015
54094
0378105
DEC/JAN 15
024290 3367
BRICHWOOD DR PUMP
STATION
20.77
20.77
1/1/2015
54094
0389744
DEC/JAN 15
014520 3367
HYDRANT EXPENSE/110 48.57
W BOOT RD.
48.57
1/1/2015
54094
0415059
DEC/JAN 15
014092 3368
SPRINKLER
195.40
195.40
1/1/2015
54094
0310965
014300 3367
HYDRANT EXPENSES 222 140.14
N POTTSOWN PKE
140.14
1/1/2015
54094
0310965
664300 3367
HYDRANT EXPENSES 222 17.90
N POTTSOWN PKE
17.90
VENDOR TOTAL
11,561.42
Page 2
91.02
1,151.05
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
510 - BATTAVIO/B & F
SERVICE CO
INV DATE
1/6/2015
4421 - BEST BUY
BUSINESS ADVANTAGE
ACCOUNT
12/17/2014
908 - CCSIGA
1/6/2015
3075 - CEDAR GROVE
ENVIRONMENTAL INC
4387 - CHARLES A.
HIGGINS & SONS, INC
1/5/2015
CHECK #
54095
54096
54097
54098
INV #
73437
1780142
2015 DUES
142591
GL ACCOUNT
REIMB
014520 3693
706800 3708
014300 3420
014300 3306
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
BOILER
REPAIR/EMERGENCY
4,730.00
4730.00
VENDOR TOTAL
4,730.00
4,730.00
POLICE SUPPLIES
69.99
69.99
VENDOR TOTAL
69.99
69.99
2015 DUES
55.00
55.00
VENDOR TOTAL
55.00
55.00
HIGHWAY SUPPLIES
35.00
35.00
VENDOR TOTAL
35.00
35.00
12/19/2014
54099
38374
354380 3213
SIGNAL MAINTENANCE
70.00
70.00
12/22/2014
54099
38377
354380 3213
SIGNAL MAINTENANCE
70.00
70.00
1/2/2015
54099
38473
354380 4330
SIGNAL MAINTENANCE
415.00
415.00
1/2/2015
54099
38477
354380 4330
SIGNAL MAINTENANCE
70.00
70.00
VENDOR TOTAL
625.00
1,924.28
TRASH/CURBSIDE/LEAF
PICKUP
60,717.00
60717.00
VENDOR TOTAL
60,717.00
60,717.00
407 - CHARLES
BLOSENSKI DISPOSAL
CO
12/31/2014
1592 - CHESTER CO
HISTORIC
PRESERVATION
1/9/2015
54100
54101
OCT-DEC
2014
2015
MEMBERSHIP
124310 3450
014510 3420
Page 3
2015 MEMEBRSHIP DUES 85.00
85.00
VENDOR TOTAL
85.00
85.00
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
INV DATE
1800 - CHESTER COUNTY 1/6/2015
DCIS/GIS
4220 - CHESTER COUNTY 1/9/2015
HISTORICAL SOCIETY
280 - CHESTER COUNTY
SOLID WASTE AUTHOR
685 - CHESTER COUNTY
TREASURER
4423 - COLONIAL FLAG
COMPANY
54103
54102
INV #
DCIS2015001
3
2015
MEMBERSHIP
GL ACCOUNT
REIMB
014030 3220
014510 3420
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
2015 TAX DUPLICATE
348.76
348.76
VENDOR TOTAL
348.76
348.76
2015 MEMBERSHIP DUES 200.00
200.00
VENDOR TOTAL
200.00
200.00
12/22/2014
54104
39009
124310 3365
TIPPING FEES
2,496.72
2496.72
12/31/2014
54104
39083
124310 3365
TIPPING FEES
7,130.32
7130.32
1/7/2015
54104
39156
124310 3365
TIPPING FEES
2,848.86
2848.86
VENDOR TOTAL
12,475.90
18,186.32
12/31/2014
54105
GIS201400320 014140 3450
GIS MEMBERSHIP
1,800.00
1800.00
12/31/2014
54105
GIS201400320 014300 3450
GIS MEMBERSHIP
1,800.00
1800.00
VENDOR TOTAL
3,600.00
3,600.00
ANNUAL MEDICARE
SUPPLEMENTAL
PAYMENT FOR 2015
1,890.12
1890.12
VENDOR TOTAL
1,890.12
1,890.12
CLEANING SERVICES
1,499.00
1499.00
VENDOR TOTAL
1,499.00
1,499.00
BUILDING SUPPLIES
30.00
30.00
VENDOR TOTAL
30.00
30.00
142 - CLAUDE A FRISBIE 1/6/2015
4498 - CNS, INC
CHECK #
12/5/2014
1/5/2015
54106
54107
54108
1202015
43436
6946
404500 3156
014092 3448
014092 3223
Page 4
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
2106 - CRAFCO INC
INV DATE
12/22/2014
CHECK #
54109
INV #
00716492
GL ACCOUNT
REIMB
664300 3250
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
FLEET SUPPLIES
136.65
136.65
VENDOR TOTAL
136.65
136.65
15 - DAILY LOCAL NEWS 12/23/2014
54111
00346980
014140 3341
ORDINANCE AD
558.00
558.00
12/29/2014
54111
00346981
014000 3341
2015 MEETING
SCHEDULE
16.47
16.47
12/29/2014
54111
00346981
024290 3341
2015 MEETING
SCHEDULE
16.44
16.44
12/29/2014
54111
00346981
014140 3341
2015 MEETING
SCHEDULE
16.44
16.44
12/29/2014
54111
00346981
014510 3442
2015 MEETING
SCHEDULE
16.44
16.44
12/29/2014
54111
00346981
014520 3341
2015 MEETING
SCHEDULE
16.44
16.44
12/29/2014
54111
00346981
014050 3341
2015 MEETING
SCHEDULE
32.88
32.88
VENDOR TOTAL
673.11
1,871.70
FLEET REPAIR
100.00
100.00
VENDOR TOTAL
100.00
100.00
REIMBURSEMENT
320.00
320.00
VENDOR TOTAL
320.00
320.00
1878 - D'AMBROSIO'S
AUTO GROUP
12/19/2014
324 - DAVID M HERKNER 1/6/2015
54110
54112
DOCS754020
1162015
664300 3455
014100 3420
Page 5
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
2887 - DEER PARK
2229 - DELAWARE
VALLEY HEALTH INS
TRUST
INV DATE
12/14/2014
CHECK #
54113
INV #
GL ACCOUNT
REIMB
04LO4334421 024290 3367
59
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
WATER
12.87
12.87
VENDOR TOTAL
12.87
12.87
1/1/2015
54114
9458
404500 3156
MEDICAL INSURANCE
4,145.64
4145.64
1/1/2015
54114
9458
404500 3152
MEDICAL INSURANCE
27.61
27.61
1/1/2015
54114
9458
014000 3156
MEDICAL INSURANCE
1,720.64
1720.64
1/1/2015
54114
9458
014000 3152
MEDICAL INSURANCE
177.21
177.21
1/1/2015
54114
9458
014010 3156
MEDICAL INSURANCE
2,483.40
2483.40
1/1/2015
54114
9458
014010 3152
MEDICAL INSURANCE
198.05
198.05
1/1/2015
54114
9458
014050 3156
MEDICAL INSURANCE
2,641.50
2641.50
1/1/2015
54114
9458
014050 3152
MEDICAL INSURANCE
196.27
196.27
1/1/2015
54114
9458
014100 3156
MEDICAL INSURANCE
40,711.08
40711.08
1/1/2015
54114
9458
014100 3152
MEDICAL INSURANCE
2,802.49
2802.49
1/1/2015
54114
9458
014130 3156
MEDICAL INSURANCE
3,880.32
3880.32
1/1/2015
54114
9458
014130 3152
MEDICAL INSURANCE
309.45
309.45
1/1/2015
54114
9458
014140 3156
MEDICAL INSURANCE
4,905.04
4905.04
1/1/2015
54114
9458
014140 3152
MEDICAL INSURANCE
414.38
414.38
Page 6
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
2229 - DELAWARE
VALLEY HEALTH INS
TRUST
2674 - DIMINO, JOSEPH
JR
2398 - DOWNINGTOWN
AUTO SUPPLY
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
1/1/2015
54114
9458
014300 3156
MEDICAL INSURANCE
5,406.31
5406.31
1/1/2015
54114
9458
014300 3152
MEDICAL INSURANCE
439.16
439.16
1/1/2015
54114
9458
014520 3156
MEDICAL INSURANCE
4,127.35
4127.35
1/1/2015
54114
9458
014520 3152
MEDICAL INSURANCE
306.68
306.68
1/1/2015
54114
9458
024290 3156
MEDICAL INSURANCE
11,131.49
11131.49
1/1/2015
54114
9458
024290 3152
MEDICAL INSURANCE
913.46
913.46
1/1/2015
54114
9458
354380 3156
MEDICAL INSURANCE
1,030.42
1030.42
1/1/2015
54114
9458
354380 3152
MEDICAL INSURANCE
82.32
82.32
1/1/2015
54114
9458
664300 3156
MEDICAL INSURANCE
588.72
588.72
1/1/2015
54114
9458
664300 3152
MEDICAL INSURANCE
27.44
27.44
VENDOR TOTAL
88,666.43
88,666.43
REIMBURSEMENT
20.00
20.00
VENDOR TOTAL
20.00
20.00
1/6/2015
54115
12015
014030 3219
1/2/2015
54116
6-758228
664300 3234
FLEET SUPPLIES
429.00
429.00
1/13/2015
54116
6-760154
024290 3245
SEWER SUPPLIES
30.10
30.10
1/13/2015
54116
6-760256
024290 3235
SEWER SUPPLIES
61.52
61.52
VENDOR TOTAL
520.62
1,087.29
Page 7
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
3397 - EHRLICH
INV DATE
12/30/2014
357 - EXTON REGION
CHAMBER OF
COMMERCE
1/14/2015
255 - FEEDING FRENZY
12/22/2014
4239 - FLING'S TOWING 1/5/2015
INC
3962 - GURAL-BEAR
PAMELA
43 - HA THOMSON
COMPANY
147 - HIGHWAY
MATERIALS INC
581 - HOME DEPOT
CREDIT SERVICES
1/9/2015
1/1/2015
12/22/2014
CHECK #
54117
54118
54119
54120
54121
54122
54123
INV #
620
GL ACCOUNT
REIMB
014092 3448
2015MEMBERS 014000 3420
HIP
73743
34139
1142015
318393
11039279MB
857500 3483
014100 3242
014010 3420
014030 3116
024290 3680
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
PEST CONTROL
64.00
64.00
VENDOR TOTAL
64.00
128.00
2015 MEMBERSHIP FEES 245.00
245.00
VENDOR TOTAL
245.00
245.00
FOP MEETING
93.13
93.13
VENDOR TOTAL
93.13
93.13
TOWING EXPENSE
100.00
100.00
VENDOR TOTAL
100.00
100.00
REIMBURSEMENT
107.00
107.00
VENDOR TOTAL
107.00
107.00
2015 TAX COLLECTOR
BOND
1,063.00
1063.00
VENDOR TOTAL
1,063.00
1,470.00
SEWER MANHOLE
59.86
59.86
VENDOR TOTAL
59.86
59.86
12/31/2014
54124
1010044
014092 3448
BUILDING SUPPLIES
41.62
41.62
1/8/2015
54124
6090905
014300 3730
PUBLIC WORKS
SUPPLIES
178.33
178.33
VENDOR TOTAL
219.95
899.93
Page 8
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
575 - ICMA
MEMBERSHIP
RENEWALS
4152 - IMAN NEGO
HERNANDEZ
2362 - INTERNATIONAL
CODE COUNCIL INC
INV DATE
1/8/2015
1/8/2015
1/6/2015
CHECK #
54125
54126
54127
INV #
448822-2015
121714
3028794
GL ACCOUNT
REIMB
014010 3420
012000 1285
014130 3420
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
MEMBERSHIP
RENEWAL/GURAL-BEAR
673.81
673.81
VENDOR TOTAL
673.81
673.81
DEPOSIT REFUND
50.00
50.00
VENDOR TOTAL
50.00
50.00
2015 MEMBERSHIP
125.00
125.00
VENDOR TOTAL
125.00
125.00
1147 - JASON MADORMO 1/6/2015
54128
1122015
014100 3422
REIMBURSEMENT
110.34
110.34
1/6/2015
54128
1132015
014100 3238
REIMBURSEMENT
127.47
127.47
VENDOR TOTAL
237.81
237.81
REIMBURSEMENT
450.00
450.00
VENDOR TOTAL
450.00
450.00
CHENG CROWNS
480.00
480.00
VENDOR TOTAL
480.00
480.00
FLEET SUPPLIES
14.69
14.69
VENDOR TOTAL
14.69
14.69
53 - JOHN A KRISCH JR
608 - JOHN MILNER
ASSOCIATES INC
4392 - KELLY
INDUSTRIAL SUPPLY
2901 - LAMB MCERLANE
PC
1/8/2015
12/18/2014
1/8/2015
54129
54130
54131
182015
1102914
2117229-IN
014100 3420
011000 1451 Y
664300 3250
12/10/2014
54132
134672
011000 1451 Y
SEPTA EXTON STATION
100.00
100.00
12/10/2014
54132
134673
014140 3314
CVS PHARMACY
100.00
100.00
12/10/2014
54132
134674
011000 1451 Y
CLOVER MILL RD #2
1,022.66
1022.66
Page 9
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
2901 - LAMB MCERLANE
PC
2358 - LAYMAN,
PATRICIA
3403 - LIFE INSURANCE
COMPANY OF NORTH
AMERICA
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
12/10/2014
54132
134675
014140 3314
NORTHWYN
APARTMENTS
100.00
100.00
12/10/2014
54132
134676
014130 3314
1331 COPELAND
SCHOOL RD
550.00
550.00
12/10/2014
54132
134677
011000 1451 Y
ALL FILL INC
450.00
450.00
12/10/2014
54132
134678
011000 1451 Y
TREE TOP BUILDERS
750.00
750.00
12/10/2014
54132
134679
014140 3314
MAIN STREET
LITIGATION
1,450.00
1450.00
12/10/2014
54132
134680
124310 3314
INTERBORO PACKAGING 6,506.00
CORP
6506.00
12/10/2014
54132
134681
014010 3314
GENERAL ADMIN
650.00
650.00
12/10/2014
54132
134682
014140 3450
GENERAL Z0NING
1,450.00
1450.00
12/10/2014
54132
134683
014010 3314
MEETINGS
3,422.20
3422.20
12/10/2014
54132
134684
014520 3314
PARKS & REC
150.00
150.00
12/10/2014
54132
134685
014010 3314
PUBLIC WORKS
200.00
200.00
VENDOR TOTAL
16,900.86
16,900.86
REIMBURSEMENT
54.50
54.50
VENDOR TOTAL
54.50
54.50
1/9/2015
54133
1215
014010 3420
1/6/2015
54134
0231891407 - 014010 3153
JAN 15
LONG TERM DISABILITY 45.39
PREMIUM
45.39
1/6/2015
54134
0231891407 - 014050 3153
JAN 15
LONG TERM DISABILITY 41.61
PREMIUM
41.61
Page 10
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
3403 - LIFE INSURANCE
COMPANY OF NORTH
AMERICA
3769 - LITTLE'S OF
DOWNINGTOWN
649 - LYNN PEAVEY
COMPANY
25 - MARCHWOOD
HARDWARE
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
1/6/2015
54134
0231891407 - 014100 3153
JAN 15
LONG TERM DISABILITY 649.84
PREMIUM
649.84
1/6/2015
54134
0231891407 - 014130 3153
JAN 15
LONG TERM DISABILITY 65.45
PREMIUM
65.45
1/6/2015
54134
0231891407 - 014140 3153
JAN 15
LONG TERM DISABILITY 62.05
PREMIUM
62.05
1/6/2015
54134
0231891407 - 014300 3153
JAN 15
LONG TERM DISABILITY 95.64
PREMIUM
95.64
1/6/2015
54134
0231891407 - 664300 3153
JAN 15
LONG TERM DISABILITY 20.66
PREMIUM
20.66
1/6/2015
54134
0231891407 - 124310 3153
JAN 15
LONG TERM DISABILITY 20.70
PREMIUM
20.70
1/6/2015
54134
0231891407 - 014520 3153
JAN 15
LONG TERM DISABILITY 68.76
PREMIUM
68.76
1/6/2015
54134
0231891407 - 024290 3153
JAN 15
LONG TERM DISABILITY 192.46
PREMIUM
192.46
1/6/2015
54134
0231891407 - 354380 3153
JAN 15
LONG TERM DISABILITY 14.58
PREMIUM
14.58
VENDOR TOTAL
1,277.14
1,277.14
12/31/2014
54135
03-289923
014300 3250
PUBLIC WORKS
SUPPLIES
270.56
270.56
1/6/2015
54135
03-306334
014520 3260
PURCHASE 36" SNOW
BLOWER
2,725.00
2725.00
VENDOR TOTAL
2,995.56
2,995.56
POLICE SUPPLIES
147.50
147.50
VENDOR TOTAL
147.50
147.50
SEWER SUPPLIES
11.68
11.68
11/26/2014
12/12/2014
54136
54137
296561
030457
014100 3242
024290 3245
Page 11
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
25 - MARCHWOOD
HARDWARE
2872 - MARCO
INCORPORATED
3645 - MC AFEE
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
12/19/2014
54137
030508
014300 3245
PUBLIC WORKS
SUPPLIES
39.68
39.68
1/8/2015
54137
030569
014300 3245
PUBLIC WORKS
SUPPLIES
5.84
5.84
1/8/2015
54137
030570
014300 3730
PUBLIC WORKS
SUPPLIES
29.62
29.62
1/9/2015
54137
030583
014300 3245
PUBLIC WORKS
SUPPLIES
51.79
51.79
VENDOR TOTAL
138.61
388.98
11/24/2014
54138
115729
014300 3374
ANNUAL FIRE
EXTINQUISHER INSP
148.75
148.75
11/24/2014
54138
115729
014092 3448
ANNUAL FIRE
EXTINQUISHER INSP
35.00
35.00
11/24/2014
54138
115729
024290 3374
ANNUAL FIRE
EXTINQUISHER INSP
199.00
199.00
11/24/2014
54138
115729
014520 3374
ANNUAL FIRE
EXTINQUISHER INSP
226.00
226.00
11/24/2014
54138
115729
014100 3374
ANNUAL FIRE
EXTINQUISHER INSP
274.50
274.50
VENDOR TOTAL
883.25
883.25
1/6/2015
54139
900100958
706800 3450
EMAIL PROTECTION
132.86
132.86
1/6/2015
54139
900100958
304330 3450
EMAIL PROTECTION
23.45
23.45
VENDOR TOTAL
156.31
156.31
Page 12
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
2433 - MED CENTER 100 12/19/2014
54140
00116627
014100 3192
2014 POLICE PHYSICALS 1,035.00
1035.00
12/19/2014
54140
00116627
014100 3192
2014 POLICE PHYSICALS 1,230.00
1230.00
VENDOR TOTAL
2,265.00
2,400.00
26 - METROPOLITAN
COMMUNICATIONS
1302 - OFFICE DEPOT
INC
12/23/2014
54141
IN0000100492 014100 3327
REPAIR SERVICE
242.85
242.85
12/29/2014
54141
IN0000100586 014100 3374
REPAIR SERVICE
75.00
75.00
12/21/2014
54141
IN000100398
014100 3327
POLICE SUPPLIES
95.00
95.00
12/16/2014
54141
IN000100400
014520 3250
PARKS SUPPLIES
60.00
60.00
12/21/2014
54141
IN000100419
014100 3374
REPAIR SERVICE
227.50
227.50
12/23/2014
54141
IN000100500
354380 3213
REPLACE RADIO
P.O.2014-39
635.50
635.50
VENDOR TOTAL
1,335.85
1,550.85
12/10/2014
54142
70588404300
1
014000 3210
OFFICE SUPPLIES
19.29
19.29
12/10/2014
54142
70950300200
1
014000 3210
OFFICE SUPPLIES
27.92
27.92
12/10/2014
54142
74632719600
1
014092 3223
OFFICE SUPPLIES
13.21
13.21
12/10/2014
54142
74632740300
1
014092 3223
OFFICE SUPPLIES
19.79
19.79
12/22/2014
54142
74682488500
1
014050 3210
OFFICE SUPPLIES
25.27
25.27
12/30/2014
54142
74727186400
1
014100 3242
OFFICE SUPPLIES
81.27
81.27
12/10/2014
54142
74727194300
1
014100 3242
OFFICE SUPPLIES
12.04
12.04
Page 13
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
1302 - OFFICE DEPOT
INC
2926 - OFFICE MAX
CONTRACT INC
4201 - PAPCO
3411 - PAY FLEX
SYSTEMS USA INC
INV DATE
12/10/2014
CHECK #
54142
INV #
70588404300
1
GL ACCOUNT
REIMB
014100 3210
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
OFFICE SUPPLIES
31.69
31.69
VENDOR TOTAL
230.48
399.20
12/30/2014
54143
00451215
706800 3708
SUPPLIES
23.99
23.99
12/30/2014
54143
00516741
014100 3210
POLICE SUPPLIES
30.00
30.00
12/30/2014
54143
122232
706800 3708
SUPPLIES
134.98
134.98
VENDOR TOTAL
188.97
188.97
12/30/2014
54144
1627586
011000 1449
DIESEL FUEL
1,522.08
1522.08
1/6/2015
54144
1638557
011000 1449
DIESEL FUEL
1,312.03
1312.03
1/6/2015
54144
1639376
014520 3489
HEATING
OIL/PENNYPACKER
HOUSE
624.42
624.42
VENDOR TOTAL
3,458.53
6,366.44
1/6/2015
54145
114061616516
014000 3157
HRA PREMIUM
34.52
34.52
1/6/2015
54145
114061616516
014010 3157
HRA PREMIUM
31.29
31.29
1/6/2015
54145
114061616516
014050 3157
HRA PREMIUM
33.14
33.14
1/6/2015
54145
114061616516
014100 3157
HRA PREMIUM
483.29
483.29
1/6/2015
54145
114061616516
014130 3157
HRA PREMIUM
51.78
51.78
1/6/2015
54145
114061616516
014140 3157
HRA PREMIUM
51.78
51.78
1/6/2015
54145
114061616516
014300 3157
HRA PREMIUM
87.17
87.17
Page 14
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
3411 - PAY FLEX
SYSTEMS USA INC
3301 - PECO ENERGY PAYMENT PROCESSING
31 - PECO ENERGY
COMPANY
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
1/6/2015
54145
114061616516
014520 3157
HRA PREMIUM
51.78
51.78
1/6/2015
54145
114061616516
024290 3157
HRA PREMIUM
148.44
148.44
1/6/2015
54145
114061616516
354380 3157
HRA PREMIUM
10.36
10.36
1/6/2015
54145
114061616516
404500 3157
HRA PREMIUM
51.78
51.78
1/6/2015
54145
114061616516
664300 3157
HRA PREMIUM
14.67
14.67
VENDOR TOTAL
1,050.00
1,050.00
6,800.33
6800.33
12/30/2014
54146
26251-DEC
014092 3361
GAS/ELECTRIC
12/30/2014
54146
28370-DEC
014300 3361
222 N POTTSTOWN
252.04
PIKE/GARAGE/ELECTRIC
252.04
12/30/2014
54146
54085-DEC
014520 3489
ELECTRIC
8.08
8.08
12/30/2014
54146
63361-DEC
014520 3489
ELECTRIC
33.12
33.12
12/30/2014
54146
28370-DEC
664300 3361
222 N POTTSTOWN
295.88
PIKE/GARAGE/ELECTRIC
295.88
VENDOR TOTAL
7,389.45
7,389.45
1/1/2015
54147
99194-00400
JAN 15
014300 3362
ELECTRIC
421.73
421.73
1/1/2015
54147
99194-00400
JAN 15
014300 3361
ELECTRIC
808.31
808.31
1/1/2015
54147
99194-00400
JAN 15
014520 3361
ELECTRIC
539.23
539.23
1/1/2015
54147
99194-00400
JAN 15
024290 3361
ELECTRIC
11,046.71
11046.71
Page 15
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
31 - PECO ENERGY
COMPANY
INV DATE
1/1/2015
CHECK #
54147
99194-00400
JAN 15
REIMB
664300 3362
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
ELECTRIC
421.73
421.73
VENDOR TOTAL
13,237.71
26,598.27
2015 MEMBERSHIP
120.00
120.00
VENDOR TOTAL
120.00
120.00
1/6/2015
4213 - PENNSYLVANIA
MUNICIPAL LEAGUE
1/6/2015
54149
12015
014010 3419
2015 CONFERENCE FEE
170.00
170.00
1/6/2015
54149
12015JC
014100 3419
2015 CONFERENCE FEE
270.00
270.00
1/6/2015
54149
12015JK
014100 3419
2015 CONFERENCE FEE
270.00
270.00
1/6/2015
54149
12015PGB
014010 3419
2015 CONFERENCE FEE
220.00
220.00
1/6/2015
54149
12015PL
014010 3419
2015 CONFERENCE FEE
220.00
220.00
VENDOR TOTAL
1,150.00
1,150.00
MESSAGING SERVICE
124.75
124.75
VENDOR TOTAL
124.75
293.55
268 - PEP BOYS
30 - PETTY CASH
12/30/2014
54150
156882015
GL ACCOUNT
430 - PENNA
RECREATION & PARK
SOCIETY
111 - PENNSYLVANIA
ONE CALL SYSTEM INC
54148
INV #
0000616091
014520 3420
024290 3324
12/30/2014
54151
01581018941
664300 3250
FLEET SUPPLIES
14.24
14.24
1/6/2015
54151
01581019460
664300 3234
FLEET SUPPLIES
40.00
40.00
VENDOR TOTAL
54.24
124.26
1/6/2015
54152
01282015
014100 3242
PARKING FEE
6.00
6.00
1/6/2015
54152
01282015-1
014300 3730
PUBLIC WORKS
SUPPLIES
31.79
31.79
Page 16
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
30 - PETTY CASH
4572 - PINE
ENVIRONMENTAL
SERVICES LLC
3302 - POST & SCHELL
4190 - PREMIERCOMM,
LLC
1272 - PSAB
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
1/6/2015
54152
01282015-2
014100 3242
PARKING EXPENSE
10.00
10.00
1/6/2015
54152
01282015-3
014100 3242
PARKING FEE
10.00
10.00
1/6/2015
54152
01282015-4
014100 3242
MEETING EXPENSE
14.83
14.83
1/6/2015
54152
01282015-6
014510 3470
HISTORICAL SUPPLIES
2.58
2.58
1/6/2015
54152
01282015-7
664300 3245
FLEET SUPPLIES
10.59
10.59
1/6/2015
54152
01282015-8
014100 3242
POLICE SUPPLIES
4.00
4.00
VENDOR TOTAL
89.79
89.79
12/30/2014
54153
0888549
034350 3313
RENTAL EQUIPMENT
10/30-11/28/2014
1,450.00
1450.00
12/30/2014
54153
0891755
034350 3313
RENTAL EQUIPMENT
11/29-12/28/14
1,450.00
1450.00
VENDOR TOTAL
2,900.00
2,900.00
12/30/2014
54154
864510
014100 3314
NOVEMBER SERVICES
442.50
442.50
12/30/2014
54154
864998
014100 3314
DECEMBER SERVICES
324.50
324.50
VENDOR TOTAL
767.00
767.00
12/10 SERVICE CALL
CUST.# 1001072
82.50
82.50
VENDOR TOTAL
82.50
82.50
2015 ANNUAL FEE
125.00
125.00
VENDOR TOTAL
125.00
125.00
12/30/2014
1/6/2015
54155
54156
315370
2015 FEE
014092 3448
014010 3422
Page 17
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
3422 - RAINMAKER, INC. 12/30/2014
54157
68455
014092 3448
CONTRACT SERVICES
1,068.00
1068.00
12/30/2014
54157
69632
014092 3448
BUILDING REPAIR
405.00
405.00
VENDOR TOTAL
1,473.00
1,473.00
ANNUAL MEDICARE
SUPPLEMENTAL
PAYMENT FOR 2015
2,035.68
2035.68
VENDOR TOTAL
2,035.68
2,035.68
136 - RALPH J BURTON
2588 - RBA
PROFESSIONAL DATA
SYSTEMS INC
1/6/2015
4507 - ROSEMARIE
MALIS
1855 - SAM'S CLUB
1202015
404500 3156
1/6/2015
54159
2014373
706800 3708
SOFTWARE
MAINTENANCE 2015
1,846.20
1846.20
1/6/2015
54159
2014373
304330 3708
SOFTWARE
MAINTENANCE 2015
325.80
325.80
VENDOR TOTAL
2,172.00
2,172.00
UNIFORM ALLOWANCE
18.88
18.88
VENDOR TOTAL
18.88
18.88
PARKS SUPPLIES
747.50
747.50
VENDOR TOTAL
747.50
747.50
DEPOSIT
REIMBURSEMENT
50.00
50.00
VENDOR TOTAL
50.00
50.00
BOARD MEETING
SUPPLIES
27.63
27.63
VENDOR TOTAL
27.63
27.63
530 - RED THE UNIFORM 12/30/2014
TAYLOR
4563 - RIVER VALLEY
RECREATION
54158
12/30/2014
1/6/2015
1/6/2015
54160
54161
54162
54163
OM230017
5125
121714
006061
014100 3196
014520 3245
012000 1285
014000 3424
Page 18
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
2589 - SOFTMART
1/6/2015
GOVERNMENT SERVICES
54164
ARINV-580215 706800 3707
Server, patch cables,
agreemen
477.34
477.34
1/6/2015
54164
ARINV-580423 706800 3708
Server, patch cables,
agreemen
4.59
4.59
1/6/2015
54164
ARINV-580507 706800 3707
Server, Hard Drive,
Licensing,
19,493.25
19493.25
1/6/2015
54164
ARINV-580754 706800 3708
Server, patch cables,
agreemen
58.65
58.65
1/6/2015
54164
ARINV-580764 706800 3707
Network Backup Device
708.51
708.51
1/6/2015
54164
ARINV-580768 706800 3707
Server, Hard Drive,
Licensing,
6,683.43
6683.43
1/6/2015
54164
ARINV-580946 706800 3707
Server, Hard Drive,
Licensing,
1,722.06
1722.06
1/6/2015
54164
ARINV-580215 304330 3707
Server, patch cables,
agreemen
84.24
84.24
1/6/2015
54164
ARINV-580423 304330 3708
Server, patch cables,
agreemen
0.81
0.81
1/6/2015
54164
ARINV-580507 304330 3707
Server, Hard Drive,
Licensing,
3,439.98
3439.98
1/6/2015
54164
ARINV-580754 304330 3708
Server, patch cables,
agreemen
10.35
10.35
1/6/2015
54164
ARINV-580764 304330 3707
Network Backup Device
125.03
125.03
1/6/2015
54164
ARINV-580768 304330 3707
Server, Hard Drive,
Licensing,
1,179.43
1179.43
1/6/2015
54164
ARINV-580946 304330 3707
Server, Hard Drive,
Licensing,
303.89
303.89
VENDOR TOTAL
34,291.56
34,291.56
41 - SPOTTS STEVENS &
MCCOY INC
12/30/2014
54165
0248493
011000 1451 Y
MOVIE TAVERN AT MAIN 1,381.06
STREET
1381.06
12/30/2014
54165
0248496
011000 1451 Y
EXTON SEPTA STATION
1476.25
Page 19
1,476.25
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
41 - SPOTTS STEVENS &
MCCOY INC
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
12/30/2014
54165
0248497
011000 1451 Y
WILLIAM DALUSIO
1,002.21
1002.21
12/30/2014
54165
0248499
011000 1451 Y
CLOVER MILL RD LOT 2
3,202.69
3202.69
12/30/2014
54165
0248500
011000 1451 Y
CLOVER MILL RD LOT 1
2,296.82
2296.82
12/30/2014
54165
0248501
011000 1451 Y
MEREDITH FARM
1,476.09
1476.09
12/30/2014
54165
0248503
011000 1451 Y
2 TABAS LANE
912.00
912.00
12/30/2014
54165
0248504
011000 1451 Y
ALL FILL EXPANSION
1,288.61
1288.61
12/30/2014
54165
0248505
011000 1451 Y
CVS PHARMACY
135.00
135.00
12/30/2014
54165
0248506
011000 1451 Y
290 NATIONAL ROAD
1,173.66
1173.66
12/30/2014
54165
0248507
011000 1451 Y
DELIO PROPERTY
404.50
404.50
12/30/2014
54165
0248508
034350 3313
SEWER CAPACITY
STUDY 10/2511/21/2014
4,666.21
4666.21
12/17/2014
54165
0248660
011000 1451 Y
CLOVER MILL RD LOT 1
499.89
499.89
12/30/2014
54165
0248661
011000 1451 Y
DELIO PROPERTY
2,863.21
2863.21
12/30/2014
54165
0248665
655650 3450
LIONVILLE RUN
225.77
225.77
12/30/2014
54165
0248666
011000 1451 Y
ALDI FOOD STORE
95.75
95.75
12/17/2014
54165
0248702
034350 3313
SEWER CAPACITY
STUDY 11/2212/19/2014
1,612.75
1612.75
VENDOR TOTAL
24,712.47
31,769.00
Page 20
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
636 - SPS GRAPHICS
375 - STEPHEN J
MEACHAM
2562 - STRATEGIC LINK
CONSULTING INC
4188 - TELEDYNE ISCO
2516 - TONER, NANCY R
4339 - TYCO
INTEGRATED SECURITY
3746 - VERIZON
COMMUNICATIONS
INV DATE
12/30/2014
1/6/2015
CHECK #
54166
54167
INV #
12012
1202015
GL ACCOUNT
REIMB
014130 3260
404500 3156
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
UNIFORM ALLOWANCE
78.60
78.60
VENDOR TOTAL
78.60
78.60
ANNUAL MEDICARE
SUPPLEMENTAL
PAYMENT FOR 2015
1,816.08
1816.08
VENDOR TOTAL
1,816.08
1,816.08
1/6/2015
54168
4082
706800 3450
IT SUPPORT-JAN 15
10,304.49
10304.49
1/6/2015
54168
4082
304330 3450
IT SUPPORT-JAN 15
1,818.44
1818.44
VENDOR TOTAL
12,122.93
12,122.93
12/30/2014
54169
S020057727
034350 3313
RENTAL 10/31-12/26/14 515.16
515.16
VENDOR TOTAL
515.16
515.16
12/10/2014
54170
NT-14113
011000 1451 Y
COURT REPORTER
38.50
38.50
12/10/2014
54170
NT-14113
011000 1451 Y
COURT REPORTER
38.50
38.50
12/10/2014
54170
NT-14113
014140 3316
COURT REPORTER
482.50
482.50
VENDOR TOTAL
559.50
559.50
ANNUAL FEE
420.72
420.72
VENDOR TOTAL
420.72
420.72
1/6/2015
54171
23236908
014520 3450
12/30/2014
54172
8081010241DEC
706800 3450
TWP FIOS
140.25
140.25
12/30/2014
54172
8625009893DEC
706800 3450
BARN DSL
19.54
19.54
Page 21
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
3746 - VERIZON
COMMUNICATIONS
70 - WHITE GLOVE
EXTON
4574 - WHITFORD
COUNTRY CLUB
281 - WHITFORD
FLOWERS INC
4408 - WILLIAM
MINAHAN
INV DATE
CHECK #
INV #
GL ACCOUNT
REIMB
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
1/6/2015
54172
8913009955
JAN 15
024290 3321
INTERNET CMPS
119.99
119.99
12/30/2014
54172
8081010241DEC
304330 3450
TWP FIOS
24.74
24.74
12/30/2014
54172
8625009893DEC
304330 3450
BARN DSL
3.45
3.45
VENDOR TOTAL
307.97
427.96
CAR WASH
54.00
54.00
VENDOR TOTAL
54.00
189.00
12/30/2014
1/6/2015
54173
54174
WWP1214
14954
014100 3453
011000 1451 Y
OVERPAYMENT REFUND 345.00
345.00
VENDOR TOTAL
345.00
345.00
12/30/2014
54175
76457.1
014000 3425
FLOWERS
40.93
40.93
12/30/2014
54175
76466-1
014100 3242
FLOWERS
53.95
53.95
12/30/2014
54175
76457.1
024290 3425
FLOWERS
23.02
23.02
VENDOR TOTAL
117.90
117.90
UNIFORM ALLOWANCE
314.80
314.80
VENDOR TOTAL
314.80
314.80
12/17/2014
54176
DECEMBER
2014
014300 3191
437 - WINFIELD GARAGE 12/30/2014
DOOR PRODUCTS
54177
15797
024290 3737
REPAIR - CLOVER
356.70
MILL/222 N POTTSTOWN
356.70
12/30/2014
54177
15797
014300 3730
REPAIR - CLOVER
370.00
MILL/222 N POTTSTOWN
370.00
VENDOR TOTAL
726.70
Page 22
726.70
West Whiteland Township Paid Warrant Report - #01282015
VENDOR
2318 - WOODLANDS
HOA
2601 - WYATT, JAMES
1155 - YIS/COWDEN
GROUP INC
INV DATE
1/13/2015
1/9/2015
12/30/2014
CHECK #
54178
54179
54180
INV #
121714
1915
212740
GL ACCOUNT
REIMB
012000 1285
024290 3422
014100 3374
Total
Page 23
INV DESCRIPTION
INV AMOUNT
YTD AMOUNT
DEPOSIT REFUND
50.00
50.00
VENDOR TOTAL
50.00
50.00
REIMBURSEMENT
85.00
85.00
VENDOR TOTAL
85.00
85.00
REPAIR SERVICE
177.00
177.00
VENDOR TOTAL
177.00
270.00
WARRANT TOTAL
344,455.70
WEST WHITELAND TOWNSHIP
RESOLUTION NO. 2015 - ___
WHEREAS, by virtue of Resolution 2009-09 adopted April 8, 2009, the Board of Supervisors of
Whiteland Township declared its intent to follow the schedules and procedures for the disposition of records as
set forth in the Municipal Records Manual approved on December 16, 2009, and,
WHEREAS, in accordance with Act 428 of 1968, each individual act of disposition shall be approved by
resolution of the governing body of the municipality;
NOW, THEREFORE, BE IT RESOLVED by the Board of Supervisors of the Township of West
Whiteland, Chester County, Pennsylvania, in accordance with the above-cited Municipal Records Manual,
hereby authorizes the reformatting of the following public records:
OFFICE
RECORD TITLE
DATES
MEDIA
Administration
Board of Supervisors
December 10, 2014
1-2.0 GB Memory Card
Public Works
Municipal Services Commission
December 9, 2014
2 mini tapes
Planning
Planning Commission
December 1, 2014
January 6, 2015
1-2.0 GB Memory Card
1-2.0 GB Memory Card
Parks
Parks & Recreation Commission
November 14, 2014
December 16, 2014
1-2.0 GB Memory Card
1-2.0 GB Memory Card
Historical
Historical Commission
December 2, 2014
1-2.0 GB Memory Card
Finance
Pension Advisory Board
October 15, 2014
1-2.0 GB Memor Card
ADOPTED this 28th day of January, 2015.
WEST WHITELAND TOWNSHIP
BOARD OF SUPERVISORS
______________________________
Steve Soles, Chairman
______________________________
George Turner, Vice Chairman
ATTEST:
_______________________________
Mimi Gleason, Secretary
______________________________
Joseph Denham, Member
WEST WHITE! AND TOWNSHIP
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
January 20, 2015
Mimi Gleason, Township Manager
Board of Supervisors
,41/(1/1
Mark Moses, Director of Codes Administration
Fairfield Place Shopping Center Expansion — Final Escrow Release
Recommendation
To execute the necessary documents for the final escrow release held for Exton/Whiteland
Devco, for the development known as Fairfield Place Shopping Center Building Expansion.
Motion
To authorize the Township Manager to execute the Certificate of Completion releasing the
balance of the Fairfield Place Shopping Center Building Expansion escrow account in the
amount of $7,817.00.
Background
The purpose of this memorandum is to provide information to the Board of Supervisors so that
action can be taken at the January 28 meeting on the Exton/Whiteland Devco/Fairfield Place
Shopping Center Building Expansion final escrow release request.
The project has been completed and all outstanding consultant review fees have been paid in
full. I concur with the attached letters from the Building Inspector, Township Solicitor, Planning
Director, and Finance Director, and to the best of my knowledge, there are no outstanding
issues relative to this project.
Should you have any questions, please do not hesitate to contact me.
enclosures
sharepoint/dcl plans/ fairfield place shopping center/final escrow release 1.20.15.docx
kzekm,dg,;,,,,4kb
101 Commerce Drive, Exton, PennSy Cvallia, 19341
Tereylione (610 363-9525 *
Fax (61o) 363-5099 * Code _Tax (610) 280-7739
'Web Page: www.ivestwhiteCandorg
October 21, 2014
Ms. Mimi Gleason, Interim Township Manager
West Whiteland Township
101 Commerce Drive
Exton, PA 19341
RE:
Fairfield Place Expansion
Project Closeout
Dear Ms. Gleason,
This represents an update to the closeout letter of October 5, 2014. The revised status of the
various items required for closeout of this project is as follows:
1. As-Built Plans: The as-built plans are adequate. No further action is required.
(*Please Note that Buildings 1 J, and K, have not been extended as of October 21,
2014. The extension of these buildings will not affect the As-built Plans or the escrow
since all exterior work has been completed)
2. Storm Sewers: Based on our inspection, the storm sewers have been constructed in
accordance with the approved plan and are satisfactory.
3. Sanitary Sewers: Based on our inspection, the sanitary sewers have been constructed in
accordance with the approved plan and are satisfactory.
4. Paving: Based on our inspections, all paving has been constructed in accordance with
the approved plan and is satisfactory.
5. Lighting: Stubbe Consulting LLC issued their most recent inspection report on July 22,
2013. Per the attached memorandum dated August 8, 2013 from John Weller and an
onsite inspection of the lights on October 20, 2014, the lighting has been approved.
6. Escrow Release: I hereby confirm that all aspects related to this project and the
associated escrow have been completed as per the approved plans. I recommend the
release of the remaining escrow balance of $7,817.00 as indicated on the attached
spreadsheet.
Should you have any questions, please contact me at 610-363-9525 ext. 2141.
Sincerely,
David B. Katzaman
Asst. Code Administration Officer
Asst. Fire Marshal
Enclosures
Cc:
Kevin Lahn
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LAM BEVcERLANEPc
ATTORNEYS AT LAW
Vincent M. Pompo
Voice 610430-800
Fax 610-692-6210
vpornpo@lairibmcerlane,corn
Via E-Mail
October 29, 2014
Mimi Gleason
Interim Township Manager
West Whiteland Township
101 Commerce Drive
Exton, PA 19341
Re:
Fairfield Place Expansion II Project - Close Out
Fairfield Place Shopping Center
Dear Mimi:
I write this letter in response to the final escrow release for the Fairfield Shopping Center
Façade. At this time, we are unaware of any outstanding legal issues regarding the escrow
agreement for this project, Except for payment of our final invoice in the amount of $100.00, we
concur with David Katzaman's opinion that the final escrow release may be authorized.
Very truly yours,
LAMB McE
B
Vincent M, ompo
Enclosure
Board of Supervisors
John Weller (via e-mail)
Pat Layman (via e-mail)
Claudia Wade (via e-mail)
Linda Cleaver (via-mail)
Lamb McErlane 1
24 f. Market St. PO Box 565 1 West Chester PA 19381
Phone 610.430,8000 1 fax 610,692.0877
1 www.lambmcerlane.com
Ala./
101
Commerce Drive, Exton, Pennsylvania 19341
Telephone (610) 363-9525 * Admin Fax (610) 363-5099 * Code Fax (610) 280-7739
Web Page: www.iiiestivliiteCandorg
October 30, 2014
Ms Linda Cleaver
West Whiteland Township Department of Public Works
101 Commerce Dr.
Exton, PA 19341
In re: Project closeout
Fairfield Place shopping center
155 E. Swedesford Rd.
Tax Parcel No. 41-5-45
Dear Ms Cleaver:
I have reviewed David Katzaman's letter dated October 21, 2014 and the correspondence from
Lamb McErlane dated October 29, 2014 regarding the final escrow release for the abovereferenced project I agree with their conclusions.
I have also reviewed the conditions of approval for the project as communicated to the Applicant,
Mr. Kevin Lahn of Exton Whiteland Devco, in correspondence dated February 6, 2013 and have
confirmed that all conditions of plan approval have been satisfied. To the best of my knowledge,
there are no outstanding conditions relative to this project that would prevent final closeout.
I have no further comments.
Regards,,111
3011 R.
fir, AICP
Director of Planning & Zoning
West Whiteland Township
H:\Correspondence (misc)120141140825 - ESC Fairfield.cloc
hitelawdgi7m,d40
101 Commerce Drive, Exton, Pennsylvania 19341
.refeynotie (610) 363-9525 ' Adrian, Fax (610) 363-5099 Code fax (610) 28o-7739
"Web Page: www.westivititerandorg
January 20, 2015
Ms. Mimi Gleason
Interim Township Manager
West Whiteland Township
101 Commerce Drive
Exton, PA 19341
RE: Fairfield Place Expansion II Escrow Release
Dear Mimi:
I am writing to confirm that at this time there are no outstanding consultant invoices
owed by the Developer regarding the escrow agreement for Fairfield Place Expansion II.
The final legal, planning, and engineering invoices have been paid.
Sincerely,
Cathy Kleponis
Finance Director
OLD BUSINESS:
1.
Close-out of Remediation Project
This will be a verbal update given at the meeting.
WEST WHITELAND TOWNSHIP
101 Commerce Drive
Exton, Pennsylvania 19341
(610) 363-9525 / FAX (610) 363-5099
MEMORANDUM
DATE:
TO:
FROM:
January 22, 2015
Board of Supervisors
Pam Gural-Bear, Assistant Township Manager
SUBJECT:
250th Anniversary Event Schedule
____________________________________________________________
Recommendation:
That the Board of Supervisors approve the 2nd – 4th quarter 250th Anniversary Event Schedule. This
approval will allow for the marketing of the annual event schedule through the variety of media
including the Township website, Friends of the Park website, Constant Contact E-News, Newsletter,
Social Media and through community groups such as the Chamber of Commerce.
As the event details unfold, the information will be presented to the Board for your feedback and
approval.
Attachments:
250th Anniversary Schedule of Events
PROPOSED EVENT SCHEDULE 2015-2016
Bolded events are before the Board of Supervisors for approval.
EVENT
LOCATION
Birthday Kick-Off Event Chester County
Library
DATE
Thursday, February
26, 2015
Fundraising Gala
Friday, March 14
Egg Hunt
Vendor Craft Fair
Park Clean-Up and
Geocaching
Whitford Country
Club
Miller Park
Saturday, March 28,
2015
ACTIVITY/ITEM
Historical Book promotion and program;
Refreshments; Films; Book signing;
Family members of the Guernsey Cow
Ice Cream Shop storytelling; Local,
County and State Officials Invited; CFS
Choir to perform; ETC
Comedy Show, Silent Auction
250th Eggstra Special Egg;
Township
Saturday, March 21, Vendor Craft show to focus on spring
Municipal Building 2015
merchandise.
10AM – 3PM
(NOTE: Date Change
from March 28 to
march 21 due to
competing vendor
show)
All Township Parks Saturday, April 25,
Geocaching
2015
Walking West
Exton Park
Whiteland & The Picnic
at Church Farm School
Saturday, May 16,
2015
11AM – 4PM
Independence Day
Celebration
Sunday, July 12,
2015
6PM – 10PM
Miller Park
Picnic; Walk; Historical Games and
Activities; CFS Alum Talk of active
farming; Cricket Demo
Launch of Geocaching in Exton Park
Concert and Fireworks at Miller Park;
Restaurant Alley
UPDATES
Request proceeds from A History of West
Whiteland book sales ($10/book) to go to
funding the 250th Anniversary events.
Canceled and to be rescheduled to later in
the year.
Added activities to include Happy Birthday
and Cupcakes for Participants; Bunny Hop
around the Circle
Fundraising event. Vendors to pay fee of
$35 to participate and $10 for table
rental. Expect 40 vendors to participate
and $1,650 in revenue expected to be
generated.
(NOTE: Change in expected revenue from
$2,000 to $1,650 due to number of
vendors from 50 to 40.)
Outdoor treasure hunting game using
GPS-enabled devices. Container to be
printed with anniversary logo and placed
in each of the 11 parks.
Opening Act – Performer Audra
McLaughlin
Chester County Town Township
Tours and Village Walks
- Trolley Tour
Make a Difference Day Exton Park
Holiday Craft Show at
Exton Square Mall
Holiday Tree Lighting
2016 Volunteer
Celebration Gala
August 2015
Saturday,
September 19, 2015
Exton Park Mall or November 2015
Township Building
(if approved)
Miller Park
Friday, December
11, 2015
TBD
February 2016
Trolley Tour
3 Trolleys at $800 each
Pennypacker House Plaque
Craft Show
Lights, Refreshments, Candy Canes, Etc
Entertainment
Food
Publicity
ETC
Deposit of $800 required for 3 trolley
rentals. Committee members are seeking
sponsorships.
WEST WHITELAND TOWNSHIP
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
January 22, 2015
Board of Supervisors
Mimi Gleason
Amendment to Chapter 253 - Sewers
Background: At the January 28, 2015 meeting, the Board authorized the advertisement of an
amendment to Chapter 253 of the Township Code removing from the sewer ordinance specific
dollar amounts for rental rates and tapping fees, as well as the specific time and period for
billing. This will allow the Township to amend its sewer rental rates by resolution, when
necessary, without incurring the costs associated with amending the Ordinance. The
proposed ordinance amendment was duly advertised in the Daily Local News on January 14,
2015.
Following the adoption of the proposed amendment, the Board will be asked to enact a
Resolution establishing the specific dollar amounts for rental rates and time and period of
billing. The fees contained in the proposed Resolution represent an increase in the annual
sewer fee from $260 to $270 per EDU.
Motion: To adopt Ordinance No. 420 amending Chapter 253 "Sewers and Sewage
Disposal" of the Township Code removing specific dollar amounts for rental rates and
tapping fees and the time and period for billing from the sewer ordinance.
Motion: To enact Resolution 2015-xx setting forth sewer rental rates and tapping fees
and establishing the time and period for sewer billing.
TOWNSHIP OF WEST WHITELAND
CHESTER COUNTY, PENNSYLVANIA
ORDINANCE NO,
AN ORDINANCE OF THE TOWNSHIP OF WEST WHITELAND, CHESTER
COUNTY, PENNSYLVANIA, AMENDING CHAPTER 253 "SEWERS AND SEWAGE
DISPOSAL"
BE IT ENACTED AND ORDAINED by the Board of Supervisors of West Whiteland
Township, Chester County, Pennsylvania, as follows:
Section 1.
Section 253-1, "Definitions", of Part 1, "Sewer Rental Fees", Article I,
"Rates and Charges", of Chapter 253 of the West Whiteland Township Code of
Ordinances, is hereby amended to change the definition of Equivalent Dwelling Unit or
EDU as follows:
"EQUIVALENT DWELLING UNIT (EDU) —
A standard unit of measure for which sewer rents and charges are billed at a rate
and term established by resolution of the Board of Supervisors."
Section 2.
Paragraph A of Section 253-2, "Imposition of Sewer Rent or Charge", of
Article I is hereby amended to read as follows:
"A.
There is hereby imposed upon each property located within the
Township, served by the sewer system and having the use thereof, sewer rents
or charges payable as hereinafter provided, for the use, whether direct or
indirect, of the sewer system, based upon the schedules of classifications and
rates adopted by resolution of the Board of Supervisors."
Section 3.
Section 253-3, "Flat rates for certain classifications", of Article I is hereby
amended to read as follows:
"A. The rates shall be set by resolution of the Board of Supervisors.
B.
Multiple use. In case of a combination of one or more commercial or
business establishments in one building and each thereof having the use of the
sewer system, then each such commercial or business establishment shall be
charged the rates as set forth by resolution of the Board of Supervisors as
though each thereof were in a separate structure and as though each thereof
had a direct and separate connection to the sewer system. Whenever an of
use is incidental or an accessory to the primary use, the primary use shall be
considered the customer classification in calculating rentals.
C.
The rental for properties or uses not listed in the resolution of the Board
of Supervisors shall be determined by the Township's estimate of sewage usage
for the relevant type of property or use (or the most similar type of sewer use) in
consultation with the Township Manager."
1
Section 4.
Paragraphs A and B of Section 253-4, "Meter rates", of Article I are
hereby amended to read as follows:
"A.
Meter rates. At the discretion of the Township, the sewer rates or
charges shall be based on the quantity of water used as evidenced by meter
readings of water meters installed by the Township, or any other public water
purveyor in the Township, for the purpose of measuring water used and such
other meters or measuring devices as may be installed pursuant to any provision
of this Part 1 and shall be at the rate adopted by resolution of the Board of
Supervisors.
B.
Minimum rates. Regardless of water consumption, the minimum charge
for sanitary sewage from industrial, commercial and institutional establishments
shall not be less than the rates established by resolution of the Board of
Supervisors."
Section S. Section 253-7, "Time and methods of payments", of Article I is hereby
amended to read as follows:
"The billing period and the time of billing for sewer rentals shall be established
by resolution of the Board of Supervisors. The bills for sewer rentals will be
prorated on the basis of the applicable rate. All bills shall be due and payable in
full within 30 days of their respective billing dates. The Township may grant a
hardship, exemption to pay the sewer rental upon written application by an
owner or a private dwelling in accordance with regulations adopted by the Board
of Supervisors."
Section 6.
Section 253-18, "Registration of contractors required", of Part 2, "Sewer
Connections", Article III, "Requirements for contractors doing sewer work", is hereby
amended to read as follows:
"All persons, firms, corporations and property owners desiring to engage the
work of installing sewer laterals, service fines and connections to municipal sewer
system of West Whiteland Township (hereinafter called "contractors") shall first
be required to register with the Township. The annual fee for registration under
this article shall be determined in Article V, Plumbing, of Chapter 129, Uniform
Construction Code. Any property owner deemed qualified by the Township shall
be permitted to do the necessary construction on his own property only in
accordance with standards set forth in applicable regulations and, in such
instances, the fee for registration specified in this article shall be waived."
Section 7.
Section 253-43, "Definitions", of Part 5 "Tapping Fees", Article VI
"Imposition", is hereby amended to change the definition of "Equivalent Dwelling Unit or
EDU" to read as follows:
"EQUIVALENT DWELLING UNIT or EDU. A standard unit of measure for which
sewer tapping fees are charged and billed at the rates as established by
resolution of the Board of Supervisors in accordance with Section 253-44."
2
Section 8. Section 253-44, "Sewer tapping fees", of Article VI is hereby amended to
read as follows:
"A.
There is hereby fixed and imposed upon the owner of each property
making any connection to the sewer system directly or indirectly, including those
changing the use of property previously connected or connecting one or more
new uses through an existing connection, regardless of whether such property is
connected separately or through one or more existing or new lateral sewers or
sewer connections or collection lines owned by any owner other than the
Township, an initial tapping fee for each use as established by resolution of the
Board of Supervisors. The Township, from time to time, following the addition of
uses or renovation or completion of construction of a building, shall charge such
supplemental tapping fees as established by resolution of the Board of
Supervisors."
"B.
The tapping fee for uses not listed in the resolution of the Board of
Supervisors shall be determined by the Township's estimate of sewer usage for
the relevant type of use (or most similar type of sewer use) in consultation with
the Township's Engineer."
"C.
Any building, structure or property that contains more than one use shall
be charged a separate tapping fee for each use based upon the classifications
set by resolution of the Board of Supervisors. No use shall be charged less than
the minimum of one EDU. Notwithstanding anything in this Part 5 to the
contrary, the Township, when the Sewer Manager determines that the actual or
estimated flow of a particular use is greater than as set forth in this §253-44, the
Township may charge a sewer tapping fee based on actual or estimated
gallonage of sewer usage of a particular use."
Section 9. This Ordinance shall take effect five (5) days from the date of enactment.
ENACTED and ORDAINED this
day of
2015.
BOARD OF SUPERVISORS OF
WEST WHITELAND TOWNSHIP
Steve Soles, Chairman
ATTEST:
George Turner, Vice Chairman
Mimi Gleason, Twp. Secretary
Joseph Denham, Member
3
WEST WHITELAND TOWNSHIP
RESOLUTION 2015WHEREAS, the Township is permitted by virtue of Section 2511 of the Second Class
Township Code to charge all persons whose property is connected to a sanitary sewer system,
in addition to the cost of making the connection, a monthly, quarterly, semi-annual or annual
fee adopted by a resolution of the Board of Supervisors; and
WHEREAS, it is the intention of the West Whiteland Township Board of Supervisors to
establish the rates, classifications, and timing of said charges.
AND NOW, it is hereby RESOLVED this 28th day of January, 2015, that the Board of
Supervisors finds that the fees established and collected by the Township Treasurer as
prescribed below, are reasonable and commensurate with similar services provided in the
community, and are hereby set forth as follows:
Sewer Rental Fees — Flat rates for certain classifications:
Rental Per 12Customer Classification
Each private dwelling or living unit (including row house, townhouse,
semidetached house, etc.) or apartment unit with 2 or more bedrooms
Each apartment unit in a multiple-apartment-unit building with fewer than 2
bedrooms (whether owned by a single owner or as a condominium)
Mobile home parks or courts
Each municipal building, post office or other governmental facility
Each church (services only)
Each firehouse
Day schools or day-care centers (public or private), based upon the daily
average number of pupils enrolled on days when the school is in session
(teachers and employees shall be classified as pupils for sewer rental
purposes)
Boarding schools (teachers and employees shall be classified as pupils for
sewer rental purposes)
Motel or hotel, per unit or room (restaurants and bar facilities shall be
subject to a separate sewer rental)
Restaurant, barroom or other commercial establishment not otherwise
classified herein (where a restaurant or bar is conducted in connection with
another use, a separate sewer rental for such other use shall be charged in
accordance with the classification and rates set forth herein)
Month Period
$270.00
$243.00
$270.00 per space
(minimum $270.00)
$27.00 per employee
(minimum $270.00)
$270.00
$270.00
$13.50 per pupil (minimum
$270.00)
$54.00 per pupil (minimum
$270.00)
$89.10 per unit or rom
(minimum $270.00)
$18.90 for each seat
regularly intended for use
(minimum $270.00)
1
Grocery stores, drugstores or pharmacies, retail stores, service stations
without car-washing facilities, financial institutions, warehouses or any other
commercial business or industrial establishment (not discharging industrial
wastes)
Office (not discharging industrial wastes)
Beauty salons or barbershops (with hair-washing facilities)
Theaters
Funeral homes
Hospitals or nursing, convalescent or retirement homes
Automatic and self-service car washes
$27.00 per employee
(minimum $270.00)
$270.00 for each 2,000
square feet or percentage
thereof minimum $270.00)
$270.00 for each
operator's chair (minimum
$270.00
$270.00 per 100 seats
(minimum $270.00)
$405.00
$89.10 per bed (minimum
$270.00
$1,350.00 per bay
Meter Rates
At the discretion of the Township, the sewer rates or charges shall be based
on the quantity of water used as evidenced by meter readings of water
meters installed by the Township, or any other public water purveyor in the
Township, for the purpose of measuring water used and such other meters
or measuring devices as may be installed and shall be at the rate of $2.96 per
1,000 gallons of water used.
Regardless of water consumption, the minimum charge for sanitary sewage
from industrial, commercial and institutional establishments shall not be less
than $270.00 for each such establishment for each twelve-month period or
those amounts set forth above, whichever is greater.
$2.96 per 1,000 gallons of
water used
$270.00 minimum
Billings for sewer rentals for each twelve-month period shall be made on the first business day
of June of each year. Sewer rentals or charges shall be paid annually. The bills will be prorated
on the basis of the applicable rate. All bills shall be due and payable in full within 30 days of
their respective billing dates.
2
Sewer Tapping Fees
Type of Use or Operation
A. Each dwelling or living unit which has two or more single bedrooms
(including each mobile home space, row house, semidetached house,
maisonette, apartment and townhouse)
B. Each dwelling or living unit which has fewer than either two bedrooms or
one bedroom with a den.
C. Each firehouse, church or municipal building
D. Each public or private school or day-care center (per pupil, in accordance
with rated pupil capacity, teachers and other employees) (Minimum, 1 EDU)
E. Each hospital or nursing, convalescent or retirement home (per bed)
(Minimum, 1 EDU)
F. Each retail gas station without automatic car washing facilities.
(Additional EDU per use for convenience store/gas station or other additional
uses)
G. Each commercial or business establishment (other than those above) not
regularly dispensing food or beverages for consumption on the premises nor
discharging industrial waste (per employee) (Minimum, 1 EDU)
H. Each restaurant or other commercial or business establishment (not
otherwise classified herein) which regularly dispenses food or beverages (per
seat) (Minimum, 1 EDU)
I. Each motel or hotel (per bedroom). (Where any additional uses are
conducted in connection with any motel or hotel, a separate tapping fee shall
be charged in accordance with each applicable paragraph ) (Minimum, 1
EDU)
J. Each industrial establishment not discharging industrial waste (per
employee) (Minimum, 1 EDU) (Except office, which shall be charged as set
forth in Item I below)
K. Each automatic or self-service car wash (per bay)
L. Each business office (per each 2,000 square feet or fraction or multiple
thereof. Office of less than 1,500 square feet shall be charged a minimum of
0.50 EDU)
M. Theaters (per 100 seats or fraction or multiple thereof)
Tapping Fee
1.0 EDU ($3,346.00)
0.80 EDU ($2,765.00)
1.0 EDU ($3,456.00)
0.05 EDU ($173.00)
0.33 EDU ($1,140.00)
1.0 EDU ($3,456.00)
0.10 EDU ($346.00)
0.07 EDU ($242.00)
0.33 EDU ($1,140.00)
0.10 EDU ($346.00)
5.0 EDU ($17,280.00)
1.0 EDU ($3,456.00)
1.0 EDU ($3,456.00)
ADOPTED this 28th day of January, 2015.
WEST WHITELAND TOWNSHIP
BOARD OF SUPERVISORS
Steve Soles, Chairman
George Turner, Vice Chairman
ATTEST:
Mimi Gleason, Secretary
Joseph Denham, Member
3
WEST WHITELAND TOWNSHIP
MEMORANDUM
DATE:
TO:
FROM:
SUBJECT:
January 21, 2015
Board of Supervisors
Mimi Gleason
Email Communications and Retention Policy
Motion: To adopt the revised Email Communications and Retention Policy, dated January 28,
2015.
Background: The current email retention policy requires all Township email that is not a public
record to be deleted after 45 days. The new policy would change that practice for staff, who now
will be able to retain email that they find useful for project tracking, documentation, memory
jogging, etc. Capacity limits of 1-2 GB (depending on the user) instead will be added to each staff
email account. The Board's email will continue to be deleted after 45 days.
The revisions to the policy also clarify the terms used and the requirements for retaining emails
that are public records. For example, in the existing policy, terms like "account holder" and
"record custodian" were used interchangeably with "personnel" and "email user", all meaning
the same thing but making the policy harder to follow. The simpler revised language should make
it easier for users of Township email accounts to understand their responsibilities for retaining
email.
As a side note, the staff also is surveying the volunteer boards and commissions to determine
which members wish to continue using Township email addresses. So far, the result is that most
do not and will no longer be required to use their Township email address. Any members who do
wish to continue using it will be permitted to do so.
All of the boards and commissions will continue to use the SharePoint portal to access board
packets and other information. With only a few exceptions, that practice serves its purpose and is
working well. Strategic Link is working with any volunteers who are having trouble accessing
SharePoint.
Employee Handbook — Section 8
Communications
Date Last Revised/Approved
January 28, 2015
Subject:
Email Communications and Retention Policy
Purpose:
Establish procedures for the management and use of the Township's
email and electronic communication systems.
Authority.
West Whiteland Township Board of Supervisors
Application.
All West Whiteland Township Employees, Volunteers, Appointees, and
Elected Officials
Responsibility. The Township Manager is responsible for overseeing and implementing
this policy.
I.
Objective
This statement sets forth West Whiteland Township's ("Township") policy with regard to
access to, review of, disclosure of, and proper use of messages sent or received by
employees or other authorized users of municipal email, voice mail, facsimile, or other
electronic communications systems. It also confirms roles and responsibilities for
implementation, including management of litigation holds. The Township reserves the
right to amend this policy at any time.
The Federal Rules of Civil Procedure address the discovery of electronically stored
information and the Pennsylvania Municipal Records Act addresses retention of public
records, including electronic records. This policy is intended to confortn to those
regulations and shall be construed in accordance with those regulations.
11.
Scope
This policy applies to:
•
•
•
•
Ill.
All email systems provided by the Township;
All users of Township email accounts;
All email sent or received using Township email systems; and
All internal or external electronic systems used by Township personnel to access
Township email accounts.
Terms
•
Deletion — removal of an email from an email account.
•
Disposition — removal of a deleted email and all related data from a server.
•
Electronic Mail or Email — any message sent in an electronic form from one
computer device to another, including but not limited to instant messages.
•
Personal Email — An email originating from an account not managed by West
8.2-1
Employee Handbook — Section 8
Communications
Date Last Revised/Approved
January 28, 2015
Whiteland Township (e.g. personal email address, volunteers' work email)
•
User - All West Whiteland Township Employees, Volunteers, Appointees, and
Elected Officials that are assigned a Township email address.
•
Public Record Email — any information that documents a transaction or activity of
the Township and that is created, received, or retained pursuant to law or in
connection with a transaction, business, or activity of the Township and is not
exempt under Section 708 of the Pennsylvania Right-to-Know Law (65 Pa.C.S. §
701, et seq.), other Federal or State law or regulations, judicial order or decree, or
protected by privilege.
•
System Records Custodian — Individual or department (IT) responsible for
maintaining all retained emails within the Township's Email System(s) and servers.
IV.
Policy
A. Email Systems
1. Use
a.
The email system is provided at the expense of the Township to assist in
carrying out the business of the municipality. The email system permits
authorized users to communicate with each other internally and with
selected outside individuals, business, and other service providers that
the Township, at its sole discretion, decides should be connected to the
system.
b.
The Township considers the email system to be for business use only.
While it is possible that employees may decide to send personal
messages, the Township assumes no responsibility for their content or for
maintaining their privacy, and municipal employees have no expectation
that such privacy will be maintained. In order to ensure that the system
functions properly and that the Township and/or its employees are not
liable for improper use of the Internet, the Township considers all
messages sent or received as business messages, and thus, property of
the Township. Conducting business unrelated to the Township, other
than incidental personal traffic, is expressly prohibited.
c.
Because of our intent to operate within the law, the Township reserves
the right to access, review, copy, or delete all email messages for any
purpose and to disclose them to any party (inside or outside the
Township) as it deems appropriate or required by law. This includes the
right to install software that monitors email and Internet usage. The
Township, however, bears no responsibility for the content of messages
sent or received by its employees. The Township does not and will not
8.2-2
Employee Handbook Section 8
Communications
Date Last Revised/Approved
January 28, 2015
preview, edit or approve material on a routine basis in the email system.
All messages sent on the email system are attributable solely to the
individual users of the email system, and the Township is not a party to
them. The Township shall not be liable for, assume any legal
responsibility for, or bear any costs arising out of email communications
flowing in or out of the Township's computer system in contravention of
the provisions of this Policy.
d.
Should employees make incidental use of the email system (including
Internet email) for the purpose of transmitting or receiving personal
messages, such messages will be treated no differently than other
messages. The Township reserves the right to access, review, copy,
delete, or disclose them for any purpose — see section 1.c above.
Accordingly, authorized users should not use the email system to send,
receive, or store any messages that they wish to keep private. (Incidental
use of the email system is defined as occasional, casual, minor, or
insignificant use that does not impact upon an employee's duties or
impede business-use operations.)
e.
No email messages or information should be created, sent, or forwarded
which may reasonably be deemed to be intimidating, hostile or offensive
in nature, or which is discriminatory on the basis of race, color, religion,
sex, national origin, sexual orientation, disability, or any other basis that is
unlawful under applicable state and federal law. Nor should any visually
harassing, obscene, profane, abusive, or offensive language be
transmitted. Any violation of this policy is grounds for disciplinary action
up to and including discharge.
f.
No email or other electronic communication may be sent which hides the
identity of the sender or represents the sender as someone else. All
messages communicated on the Township's email system should contain
the sending employee's name. The Township bears no responsibility for
any consequences resulting from any employee who uses the -mail
system for any fraudulent, or other illicit purpose, or contrary to the
provisions of this Policy.
g.
Any employees who become aware of misuse of the Township's email
system must contact the Township Manager immediately.
2. Privileged Communications
Some of the messages sent, received or stored in the email system may be
privileged communications between Township and its attorneys, or other entities.
8.2-3
Employee Handbook Section 8
Communications
January 28, 2015
Date Last Revised/Approved
Upon receipt of any such message, do not forward it or its contents to others
inside Township without the authorization of all parties. Never forward such
messages or contents to any outsiders. To the extent practicable, all efforts
should be made to send such privileged communications in an encrypted form.
Moreover, as the Township has not established an encryption standard for use,
all encryption software, prior to sending any message, should be approved by the
Township Manager.
3. Viewing and Protecting Email Messages
In order to guard further against dissemination and disclosure of proprietary
information, employees should exercise caution when accessing their messages
in the presence of others. Email windows should not be left open on the screen
when the computer is unattended. Users shall not allow any other person to use
their name and password to gain access to an email system. Passwords are
required and should be changed regularly. Township reserves the right to impose
guidelines requiring mandatory password changes and encryption measures to
provide additional measures of security.
4. Retention of Email Messages
a.
General Email
Most emails are created primarily for routine communication or
information exchange. These messages should be considered routine
correspondence that have no administrative value after the email has
been read by the recipient and may be promptly deleted by the email
recipient.
Examples of routine correspondence messages:
• Notices about meetings or events;
• Internal or external requests for information (with the exception of
open records requests under the Right-to-Know Law or discovery
requests pursuant to litigation); and
• Internal or external announcements.
b.
Public Record Email
When the contents of an email, including attachments, are not a routine
communication or information exchange, such email may be deemed a
Public Record Email. As potential public records, they shall be saved for
at least the required retention period. They may be stored within
individual users' email folders/files or other network systems.
8.2-4
Employee Handbook — Section 8
Communications
Date Last Revised/Approved
January 28, 2015
Responsibility for assignment of retention period and retention of Public
Record Email lies with the user who received it (in the "to" line, not as a
"cc"). If a user is unable to determine the appropriate retention period,
the Department Head or Township Manager shall make such
determination.
c.
Personal Email Accounts.
Users are directed not to use personal (non-Township) email accounts for
the purpose of conducting any Township business.
d.
Default Retention Period.
The following are the default retention periods for emails of the individual
members of the Board of Supervisors within the email system (not
including Public Record Emails placed within a dedicated storage area on
a server in accordance with subsection 4b above);
•
•
•
All emails retained for more than 45 days on active email servers shall
be automatically deleted. This auto-delete policy applies to messages
within all folders (inbox folders, sent file folders, draft file folders, etc.)
stored on active email servers;
All emails marked for deletion and sitting in a "deleted items" folder for
more than seven days on an active email server(s) shall be
automatically deleted;
All deleted emails, whether intentionally or automatically deleted, shall
be retained in an electronic file designated by the System Records
Custodian. Deleted emails shall be retained for no longer than four (4)
months. At the conclusion of the third (3rd) month of the deleted
email's retention period, the System Records Custodian (IT) shall
obtain the Board of Supervisors' authorization to dispose of the
deleted emails by submitting a resolution in accordance with the
Municipal Retention Manual.
All other users (non-uniformed Township employees) shall have a size
limit on their email accounts or otherwise manage their email capacity
and follow the requirements of this email policy
e.
Roles & Responsibilities
Email Users are responsible for:
•
Saving Public Record Emails in the email system or moving them to
dedicated storage on the networked file system;
8.2-5
Employee Handbook — Section 8
Communications
Date Last Revised/Approved
January 28, 2015
•
Deleting General Emails if not needed for business operations;
•
Seeking assistance from the Township Manager or Department Head
when unsure about how to categorize specific types of messages; and
•
After notification of a litigation hold by the Township Manager or
Solicitor, preserving all messages, records, and information that fall
within the scope of the hold.
•
Non-exempt employees shall not access their Township email on
personal time unless approved by their department head or Township
Manager.
System Records Custodians (IT) are responsible for:
•
Establishing and publishing standards for email account
administration, storage allocations, and automatic archiving of
messages;
•
Providing facilities and instructions for saving Public Record Emails;
•
Providing the required end user training and helpdesk support;
•
Maintaining system and email integrity;
•
Managing server implementations of litigation holds that are issued by
Township Manager or Solicitor; and
•
Suspending automatic deletion processes, as necessary to preserve
specific electronic messages, records, and information that fall within
the scope of the litigation hold, and that reside on active servers.
Township Manager and Department Heads are responsible for:
•
f.
providing records retention guidance to staff within the Township and
their respective departments in accordance with this policy, the
Municipal Records Manual, and any other applicable retention policy
adopted by the Board of Supervisors.
Litigation Holds
When litigation is pending or threatened against the Township or its
employees, the law imposes a duty upon the Township to preserve all
documents and records that pertain to the issues. A litigation hold
directive must be issued to the legal custodians of those documents by
the Township Manager. A litigation hold directive overrides this email
retention policy, as well as any records retention schedules that may have
otherwise called for the transfer, disposal, or destruction of relevant
documents, until the hold has been cleared.
8,2-6
Employee Handbook — Section 8
Communications
Date Last Revised/Approved
January 28, 2015
Email accounts of separated employees that have been placed on
litigation hold status must be maintained by the Systems Records
Custodian until the hold is released.
No employee who has received a litigation hold directive may alter or
delete an electronic record that falls within the scope of that hold. Those
employees are required to provide access to or copies of any electronic
records that they have downloaded and saved or moved to some other
storage account or device.
5. Copyrighted Information
Use of the email system to copy and/or transmit any documents, software or
other information protected by the copyright laws, without proper authorization by
the copyright owner, is prohibited. Copyright protection applies to any document,
photo, software, or information unless it is specifically marked as public, not
copyrighted, or freeware. In the absence of any specific copyright markings,
material or information should be considered copyright protected. The Township
assumes no responsibility for reviewing, ascertaining or policing copyrighted
material that may be transmitted to or from the email system by employees.
6. Email Etiquette
Please bear in mind that your email messages may be read by someone other
than the addressee, and may even have to be disclosed to outside parties
including courts in connection with litigation. Accordingly, please take care to
ensure that your messages are courteous, professional, businesslike, and
tasteful.
7. Other Electronic Communication Systems
To the extent applicable, all above policy provisions related to email systems
shall apply to any voice mail, facsimile, electronic data interchange system (any
electronic exchange of data, including modem-to-modem transfers) or other
electronic communication system owned and/or operated by the Township.
Restrictions on access to these systems by others will only apply where
password controlled access is established (i.e.; it is permissible for someone to
leave a message in your voice mailbox, but other persons should not be given
password access to your voice mailbox).
8.2-7
WEST WHITELAND TOWNSHIP
MEMORANDUM
DATE:
January 12, 2015
TO:
Board of Supervisors
FROM:
Mimi Gleason
SUBJECT:
Purchasing Policy
Motion: To adopt the revised purchasing policy, dated January 28, 2015.
Background: Current purchasing procedures too often have become time consuming and a source
of undue frustration. The staff has worked to streamline the process, while maintaining controls
appropriate to the amount of each purchase.
In the past, multiple people had to sign off on even the smallest of purchases. Purchases over
$10,000 followed the same process as competitive bidding, even though the state limit was over
$19,000, adding time and cost to each purchase.
The revised policy allows more flexibility for smaller purchases. At least 3 written quotes are
required for purchases over $10,500, and typically will be obtained for purchases over $500. Any
purchases expected to be over $19,400 will follow the requirements for competitive bidding.
The Board apparently never formally adopted the current purchasing policy and procedures, which
is included in the packet for your reference. The revised policy only refers to just that – policies,
such as purchasing limits. Standard operating procedures for ordering commonly used stocked
items, going to bid, etc., will be maintained by the responsible staff.
2015
Limits
Up to
$250
$250$500
$500$2,500
$2,500$10,500
$10,500$19,400
$19,400
and over
Price quote
before
purchase
PO before
purchase
Notifications
before
purchase
Approvals
before
purchase
Credit card may
be used for
purchase
No
No
Yes
No
Yes
Yes – 1
No
Yes
No
Yes
Yes – 3
Yes
Yes
No
Yes
Yes – 3
Yes
Yes
Yes
Yes – 3, per
state law
Yes
Yes
Yes
BID
Yes, if approved
by Mgr or Chief
Yes, if approved
by Mgr or Chief
Purchasing Guidelines
Date Last Revised/Approved: January 28, 2015
SECTION I. Purpose
The purpose of this policy is to establish the procedures for the purchase of goods and
services. Purchases will be made in accordance with sound financial practices, Township
policies, and applicable state statutes.
SECTION II. Purchase Orders and Authorization Limits
Funds for all purchases must be available in budget line items prior to the preparation
of a purchase order. If funds are not available in the applicable budget line item, then
written approval from the Township Manager is required before requisitioning funds or
approving a purchase order.
Requisitions are requests to purchase goods and services, and describe what is being
purchased, the vendor, the cost and any other pertinent information. Approved
requisitions become purchase orders that are applied to the applicable budgetary line
item and may be provided to the vendor. West Whiteland requires purchase orders for
most purchases to aid in accounting and budget tracking.
The following authorization limits have been set for purchasing goods and services.
1. Up to $2,500
a. up to $250
Purchasing Agent, Public Works Superintendent, or
Department Head or designee, as applicable for the
purchase being made, verifies funding is available in the
budget line item and approves the purchase.
The
applicable Department Head/designee, if not making the
purchase, is notified prior to the purchase.
No price quote or purchase order required.
Credit card or procurement card may be used.
b. $250.01 - $500
One (1) written or telephone price quote must be
obtained.
No Purchase Order required, unless requested by the
selected vendor.
Credit card or procurement card may be used.
c. $500.01 - $2,500
A minimum of three (3) written or telephone price quotes
must be obtained when possible.
The purchase order is processed before the goods or
services are ordered.
Credit card may be used with permission of Township
Manager or Police Chief, or designee.
2. $2,500.01 - $10,500*
A minimum of three (3) written or telephone price quotes
must be obtained when possible.
The requisition is submitted to the Department Head or
designee for approval.
The purchase order must be approved by the Department
Head/designee before the goods or services are ordered.
3. $10,500.01 - $19,400*
A minimum of three (3) written price quotes, as specified
in state law, must be obtained via PennBid Quick Quote or
telephone/email request to the vendor.
The requisition is submitted to the Department Head or
designee for approval, and then to the Township Manager
or designee for approval. The requisition will include
documentation verifying three quotes were received.
The purchase order must be approved before the goods or
services are ordered.
4. Over $19,400*
Must follow the requirements of competitive bidding, as
specified in state law, using PennBid or a similar website.
Any purchase made via state contract or other form of
cooperative purchasing must have an approved purchase
order before the goods or services are ordered. The
purchase order must include documentation verifying use of
state contract or cooperative purchasing in lieu of bidding.
*
Limits for required quotes and competitive bidding will be adjusted each year for consistency with PA
Department of Labor and Industry guidelines. The Purchasing Agent maintains operating procedures
for using Quick Quote and for competitive bidding.
2
SECTION III. Stocked Items
The Purchasing Agent will maintain a list of stocked items, such as office supplies,
paper towels, cleaners, etc., for ordering. Employees will note when goods need to be
re-ordered via the method established by the Purchasing Agent (form, spreadsheet,
etc.) Periodically, the Purchasing Agent will work with the departments to update the
stocked item list to reflect needed items for which general or bulk ordering is beneficial.
The Purchasing Agent also will routinely explore options for bulk or cooperative
purchasing that will save money.
SECTION IV. Emergency Purchases
In case of an emergency affecting the life, health, safety and/or welfare of the public,
and with prior written approval from the Township Manager, Department Heads may
purchase directly any supplies, materials and/or equipment for amounts above their
normal authorization levels which are essential to address the situation.
The
Department Head shall submit to the Township Manager a record of the emergency
purchase together with a report of the circumstances of the emergency. A purchase
order shall be completed by the requesting Department for amounts exceeding $500 as
soon as possible following resolution of the emergency situation for accounting and
budget tracking purposes.
SECTION V. Credit Cards and Procurement Cards
The Township maintains credit cards and vendor procurement cards to facilitate
purchases – for example, online or at local stores – where necessary and appropriate.
Purchases made using a Township credit card or a procurement card must follow the
procedures and authorization limits described herein. In addition, receipts for all
purchases must be submitted to the Finance Director or designee within one (1)
business day of the use of the card for reconciliation with the monthly statement. Use
of credit cards and procurement cards for personal use by any employee or Township
elected or appointed official is strictly prohibited.
SECTION VI. Petty Cash
Petty cash is intended to pay for or reimburse staff for small amounts, generally under
$25. Reimbursements for larger amounts should be handled through the accounts
payable process, unless cash is needed at the time of purchase (e.g. to pay for lunch
for a meeting).
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There are four petty cash drawers – in Finance, Police, Codes and Admin. Receipts will
be provided following every request for petty cash.
An employee in each department is assigned responsibility for disbursing petty cash and
reconciling the drawer when requesting replenishment. Quarterly, the Accounting Clerk
in the Finance Department will audit the drawers.
SECTION VII. Gifts or Conflicts
Employees and elected and appointed officials are expressly forbidden from soliciting or
accepting money, gifts, gratuities, services, favors, or anything of monetary value from
any person, company, firm or corporation to which any purchase order or contract is or
might be awarded or from a party to any potential subcontract, as per Section
1103.b.c.d of Public Official & Public Employee Ethics Law.
Employees and elected and appointed officials may not participate in the selection,
award or administration of a contract if a conflict of interest would be involved, such
that the person or the person’s immediate family or business would have a real or
apparent financial benefit, as per Section 1103.b.c.d of Public Official & Public Employee
Ethics Law.
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Operating Procedures
Purchasing
Date Last Revised/Approved
Subject: Purchasing Guidelines
SECTION I. PURPOSE
a. Purpose. The purpose of this policy is to establish the Township’s procedures
for the purchase of products, goods and services, and the making of
contracts. Procedures shall include negotiated contracts, competitive bidding,
controls on aggregate spending and safeguards against special interests. The
Township will acquire needed supplies and services in accordance with sound
purchasing procedures, Township regulations, and applicable Commonwealth
statutes. The Township will also formulate policies and procedures designed
to systematize and improve the efficiency of the procurement process and
assure procurement in a cost effective and timely manner. The cooperation of
all employees is essential if the Township is to be successful in meeting these
important standards and be able to demonstrate proper accountability of
public funds.
b. Authority. West Whiteland Township Board of Supervisors.
c. Application. All West Whiteland Township Employees, Appointees, and
Elected Officials.
d. Responsibility. The Township Manager, or authorized designee, is
responsible for overseeing and implementing this policy.
e. Objective. The primary objectives of the Township purchasing program are as
follows:
1) This policy is to support the procurement of the highest quality in
supplies, materials, equipment and contractual services meeting
specification at the least expense to the Township.
2) To ensure the residents, the Board of Supervisor’s and Administrative
staff that the Township is receiving the maximum value for each dollar
spent.
3) Open competitive pricing.
4) Savings or cost avoidance through bulk, quantity, and/or
intergovernmental purchasing.
5) Assurance of vendor and contractor compliance with Township
specifications and contract terms and provisions.
6) Assist management at all levels in reaching responsible, cost-effective
decisions in the procurement of quality supplies and services.
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7) Promote good will and clear communication in Township-vendor
relations and intra-organization relations relative to purchasing.
8) While the State sets the minimum guidelines, West Whiteland
Township guidelines reflect a more conservative approach.
SECTION II. POLICY.
Competitive Bidding. Competitive bidding is required on all contracts for equipment,
services and construction with an estimated value in excess of $18,500, except as
indicated in Section 4 of this Chapter. The following provisions shall apply to
competitive bidding:
a. Notice to Prospective Bidders. Notice of the desire of the Township to
receive bids from contractors or vendors shall be given as follows:
1. By advertisement at least two (2) times at intervals of not less than
three (3) days in at least one (1) newspaper of general circulation
in the Township. The first advertisement shall be published not
more than 45 days and the second advertisement not less than ten
(10) days prior to the date filed for the opening of bids. This
advertisement shall include a statement as to where bid forms and
specifications may be secured.
2. By posting the advertisement in a conspicuous place within the
Township offices.
3. By posting the advertisement on the Township’s Website.
4. By posting the advertisement on Pennbid or similar website.
b. Scope of Work & Bid Form for Bidders. When bids are sought for RFQ
(Request for Quote) or RFP (Request for Proposal) West Whiteland
Township requires sealed bid procedures be posted on PennBid for
purchases over $18,500. The lead Department shall draft a description of
the product, goods or service. You may wish to include one or more
preferred brand names in the description, however these should be
accompanied by an “or equal” clause. The description is to provide each
bidder with identical information, and to define what is expected in their
quote (quantities, manufacturers stock or part number, etc.) Keep them
clear, concise, and accurate.
c. Bid Security. When it shall be deemed necessary to protect the interests
of the Township, or required by statute, bid security shall be required.
The amount of security required shall be set forth in the bid specifications.
Bid security must be accompanied by a certified check, bid bond, or
irrevocable letter of credit.
d. Use of Standard Form Agreements
e. Use of Standard Bid Forms and Documents
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f. Submission, Acceptance and Opening of Bids. For the purchase of
products, goods and services, all contract bids shall be submitted
electronically through PennBid.
g. Award of Contracts. Contract awards by BOS (Board of Supervisor’s) shall
be made at an advertised public meeting. The following shall apply to
BOS awards.
1. The contract will be awarded to the lowest responsible bidder for
each of those part or parts or on the basis of the lowest total price.
However, BOS’s and or Township Manager, upon recommendation
from the appropriate department, shall have the right to take into
consideration such other factors as delivery date, quality of service,
length of warranty etc.
2. BOS’s shall have the authority to waive minor irregularities and
defects when the best interest of the Township would be served.
3. BOS’s shall have the authority to accept or reject any and/or all
bids or to hold all bids for 45 days or until the next regular BOS
meeting.
4. If two or more of the lowest bids received are for the same total
amount or unit prices and the quality, delivery date and service
capability are equal, the BOS may break ties by requesting each of
the equal low bidders to resubmit their lowest and final bid through
Penn Bid.
5. A tabulation of bids shall be made available for public inspection.
h. Exceptions. Contracts or purchases made by the Township involving and
expenditure of more than $18,500 to which this shall not apply, unless the
Board of Supervisor’s and or Township Manager shall otherwise direct in a
specific instance, shall include:
1. Those where particular types, models or pieces of new equipment,
articles, apparatus, vehicles or parts which are patented,
manufactured or copyrighted, cannot reasonably be acquired from
more than one vendor and absolutely no competitor manufacturing
the same type or class of article. Under the Second Class Township
Code, the purchase of repair parts or materials for use in existing
equipment or facilities is exempt if it is the sole item of its kind on
the market or is manufactured as a replacement for the original
item of equipment being repaired.
2. Those involving any purchases of insurance or surety bond; those
made for public utility service under tariffs on file with the
Pennsylvania Public Utility Commission; those made with the
federal government, the Commonwealth of Pennsylvania or any
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subdivision thereof, including the sale, lease or loan of any
supplies, materials, equipment or services by the Commonwealth,
the federal government or their subdivisions. The price charged to
the Township shall not be in excess of that fixed by the
Commonwealth, the federal government or their subdivisions.
3. Those involving personal or professional services.
4. Those cases, with BOS/ approval, where it is in the best interest of
the Township to purchase without competitive bidding.
i. Disposition of Bid Deposits.
1. The Purchasing Agent shall return to the unsuccessful bidders the
bid deposits submitted by them.
2. A successful bidder shall forfeit any deposit made by him, upon
failure on his part to enter into a contract with the Township within
(10) ten days after award, unless an extended time is authorized,
by the Township Manager.
j. Piecemeal Contracts and Purchases Restricted. It shall be prohibited for
any officer or employee of the Township to purposely evade use of the
procedures for competitive bidding by making a series of purchases or
contracts, each under the minimum set out in Section 2 or by making
several simultaneous purchases or contracts, each below that minimum
amount. The entire project or purchase must be less than $18,500 to
eliminate the need for formal competitive bidding.
k. Contract Extensions. The BOS may authorize change orders and extend a
contract if it is deemed in the best interest of the Township. Such change
orders or extensions shall be included in the Scope of Work and shall not
individually or jointly exceed (15) fifteen percent of the original contract
award.
l. Performance Bond. To protect the interests of the Township, a (100) one
hundred percent performance bond, if applicable to the type of contract,
shall be required from the successful bidder before entering into a
contract. If the performance bond is not furnished within (10) ten days
after the award of the contract, the award shall be void unless the BOS
shall otherwise direct.
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m. Insurance.
1. Throughout the life of this Agreement, the Independent Contractor
shall pay for and maintain in full force and effect with an insurance
company(ies) admitted by the Pennsylvania Insurance
Commissioner to do business in the Commonwealth of Pennsylvania
and rated not less than A in the most current available Best's Key
Rating Guide (Property-Casualty), the following policies of
insurance:
a. Commercial General Liability (“CGL”) insurance on an
occurrence basis covering claims of bodily injury and property
damage resulting from the Independent Contractor’s
performance of the work under this Agreement. CGL insurance
shall initially have a combined single limit of not less than Five
Hundred Thousand Dollars ($500,000) for each Occurrence and
a One Million Dollars ($1,000,000) minimum General Aggregate.
Products/Completed Operations shall have a $1,000,000
Aggregate. The above CGL insurance policy limits shall be
subject to increase from time to time as Township may
reasonably request;
-
b. Automobile liability insurance covering bodily injury and
property damage of not less than Five Hundred Thousand
Dollars ($500,000) combined single limits; and
c. Statutory Worker’s Compensation and Employer’s Liability
insurance.
2. All policies of insurance required hereunder shall include a two year
tail, and be endorsed to include West Whiteland Township, its
officers, agents, supervisors, elected officials and employees as
Additional Insureds. Specifically, Independent Contractor’s CGL
insurance policy shall name the Township, its officers, agents,
supervisors, elected officials and employees as an additional
insured for Ongoing and Completed Operations under an ISO
endorsement similar to CG 20 37 07 04or non ISO equivalent. A
copy of ISO endorsement CG 20 37 07 04 is attached hereto as
Exhibit E. The Independent Contractor’s insurance shall be primary
and non-contributory to insurance coverage maintained by the
Township.
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3. Each insurance policy shall be endorsed to state that coverage shall
not be changed or cancelled except after fifteen (15) days prior
written notice for non-payment of insurance premiums and thirty
(30) days prior to written notice for all other reasons for
cancellation. The aforementioned notices shall be sent by certified
mail, return receipt requested.
4. Regardless of the minimum insurance requirements herein, the
Independent Contractor shall agree to commit the Independent
Contractor’s full policy limits and these minimum requirements shall
not restrict the Independent Contractor’s liability or coverage limit
obligations.
5. The Independent Contractor shall furnish West Whiteland Township
with certificates of insurances, the requisite endorsements, and
schedules to its insurance policies listing the Township as an
additional insured for all required insurance, prior to the
Independent Contractor’s execution of the Agreement and the start
of work.
6. Upon notification of receipt by West Whiteland Township of a
Notice of Cancellation, major change, modification or reduction in
coverage, the Independent Contractor shall immediately file with
West Whiteland Township a certified copy of the required new or
renewal policy, certificates for such insurance, endorsements and
other documentation as required pursuant to Section 7(E) of this
Agreement.
7. If at any time during the term of this Agreement, or any extension
thereof, the Independent Contractor fails to maintain the required
insurance in full force and effect, all work under this Agreement
shall be discontinued immediately. Any failure to maintain the
required insurance shall be considered a breach of this Agreement
and sufficient cause for West Whiteland Township to terminate this
Agreement immediately upon written notification to the
Independent Contractor.
8. If the Independent Contractor is permitted to subcontract all or any
portion of the work to be performed under this Agreement
pursuant to Section 2 above, the Independent Contractor shall
require each subcontractor or sub consultant to adhere to all
subsections of this Insurance section, written evidence of which
shall be provided to West Whiteland Township prior to
commencement of work by the subcontractor or sub consultant.
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Similarly, any cancellation, lapse, reduction or change of
subcontractor or sub consultants insurance shall have the same
impact as described above.
n. Hold Harmless and Indemnification. Independent Contractor, for itself, its
successors and assigns, hereby agrees, to the extent permitted by law, to
indemnify, protect, defend and hold harmless the Township and the
Township’s supervisors, officers, attorneys, directors, employees, elected
officials, agents, contractors, successors and assigns from and against any
and all losses, liabilities, claims, demands, causes of action, damages
(including consequential and/or any other damages allowed by law),
costs, including attorneys’ fees, and expenses of every kind and nature,
whether or not covered by insurance, arising out of, resulting from or
caused by, in whole or part, any negligent act, error, omission or willful
misconduct (whether or not such acts or omissions constitute a violation
of applicable law or of this Agreement) on part of Independent
Contractor, its agents, employees, officers, servants, workers, and/or
subcontractors in connection with this Agreement, including but not
limited to, those in connection with loss of life, bodily injury, personal
injury, damage to property, contamination or adverse effects on the
environment, any liability for fines, fees or penalties for violations of any
statutes, ordinances, codes, rules, regulations or standards applicable to
the services performed by Independent Contractor, its agents, officers,
servants, workers, employees and/or subcontractors. This obligation to
indemnify, defend and hold harmless West Whiteland Township, and West
Whiteland Township’s officers, directors, employees, elected officials
successors, and assigns, shall survive the termination of this Agreement.
o. Department Responsibility:
1. Scope of Work – Purchasing Agent can send you examples of specific
solicitations pertaining to your solicitation if needed.
2. Completion of the Bid Form.
3. Review of bid analysis, and prepare recommendation memo with
recommendation to Township Manager. Copy Purchasing Agent with
recommendation memo after Township Manager approval.
4. Compile DocSet for Township Manager review and BOS Action.
p. Purchasing Agent Responsibility:
1. Bid specification number.
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2. Review description of the product, goods or service desired.
3. Post description and applicable documents on PennBid at a
minimum of five (5) calendar days.
4. Will formally notify current vendor whose contract is expiring via
phone and email with read receipt giving them an opportunity to
register on pennbid and to view our solicitation. Attached to the
email are pennbid registration instructions.
5. Advertisement of Solicitation.
6. Bid opening – print bid analysis and forward to appropriate
department and Township Manager for review.
7. Check References w/ assistance of Department if applicable.
8. Post “Award” on PennBid and request necessary documents with
award letter. Once all documents have been received have
Contracts signed by vendor and Township Manager.
9. Provide department, Township Manager and Finance Dept., with
complete award package via Sharepoint DocSet.
10. The Purchasing Agent shall keep a record of all Contracts.
Contract Files Retention
Includes advertisements, instruction to bidders, specifications, bids
and proposals, bid summary and tabulation sheets, signed original
contracts, instructions to bidders, leases or agreements, certified
payrolls and other supporting work papers.
(1) Bids, Proposals, Price Quotations and Qualified
Contractor Memoranda
If successful – Retain 6 years after termination of
general written contracts. Retain records related to
construction contracts 12 years after termination.
(2) Contracts and Agreements
Retain general written contracts 6 years after
termination. Retain construction contracts 12 years
after termination.
11. Upon completion of Project:
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a. Collect close out information (final PM report; performance
review, final payment info, etc.)
b. Process release of Bond
c. Update DocSet
SECTION III. Quick Quotes
a. All purchases of supplies, materials, equipment and contractual services
not made under the provisions of Section 2 Competitive Bidding shall be
made in the best interest of the Township by written inquiry, without
newspaper advertisement and without observing the procedures
prescribed for the receipt of formal sealed bids and the award of contracts
or those bids.
b. Department’s will be required to use PennBid Quick Quotes for any
purchases over $2,000 and less than $18,499 for services, equipment,
material, etc. Quick Quote purchasing, shall be based on three or more
quotations and shall be awarded based on the “lowest quotation”. The
quick quote will be posted for a minimum of five (5) calendar days.
Exceptions to this policy will necessitate Township Manager’s prior, written
approval and will only be granted in the case of an emergency.
c. Department Responsibility:
1) Draft a description of the product, goods or service desired. (see
section 2 b)
2) Compile DocSet for Township Manager review and BOS Action.
3) Assist Purchasing Agent with pre-submittal inquiries such as
contact information of vendor’s who might not be familiar with
PennBid. Purchasing Agent will contact vendor and invite vendor to
view solicitation through PennBid.
4) Review quotes analysis and prepare recommendation memo with
recommendation to Township Manager. Copy Purchasing Agent
with recommendation memo after Township Manager approval. .
5) Complete Project Management template, and submit to Township
Manager.
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d. Purchasing Agent Responsibility:
1) Review description of the product, goods or service desired.
2) Post description and applicable documents on PennBid at a
minimum of (5) calendar days.
3) Quote opening – print quote analysis and forward to appropriate
department and Township Manager for review.
4) Post “Award” on PennBid and request necessary documents with
award letter. Once all documents have been received have
Contracts signed by vendor and Township Manager
5) Check references with assistance of Department if applicable.
6) Provide department, Township Manager and Finance Dept., with
complete award package via SharePoint DocSet
d. The Purchasing Agent shall keep a record of all Quick Quotes for a
minimum of (6) six years. Those records shall be open to public
inspection during normal business hours.
Contract Files Retention
Includes advertisements, instruction to bidders, specifications, bids and
proposals, bid summary and tabulation sheets, signed original contracts,
instructions to bidders, leases or agreements, certified payrolls and other
supporting work papers.
(1) Bids, Proposals, Price Quotations and Qualified
Contractor Memoranda
If successful – Retain 6 years after termination of
general written contracts. Retain records related to
construction contracts 12 years after termination.
(2) Contracts and Agreements
Retain general written contracts 6 years after
termination. Retain construction contracts 12 years
after termination.
SECTION IV. Emergency Purchases.
In case of actual emergency and with prior written approval from the Township
Manager, department heads may purchase directly any supplies, materials and/or
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equipment, the immediate procurement of which is essential to prevent delays in the
work of the department which might vitally affect the life, health, safety and/or welfare
of resident’s. The head of the department, after having made any emergency purchase
as authorized by this Section, shall submit to the Township Manager a record of the
emergency purchase together with a report of the circumstances of the emergency.
Exceptions to Purchasing Guidelines
(1) In emergency situations, purchases of goods and services may be made without
obtaining price quotations. A purchase requisition shall be completed by the requesting
Department for amounts exceeding $500 to inform the Finance Department of fund
obligation.
(2) In cases where goods can be purchased through an existing state contract, price
quotations are not necessary. A Purchase Order is required for such purchases of $500
or more.
SECTION V. Inspection and Testing.
The ordering department shall, through inspection, testing or other means, certify to
the Purchasing Agent the conformance of all purchased goods, equipment, supplies and
services with Township specifications and contract provisions with the specifications set
forth in the order of contract.
SECTION VI. Cooperative Purchasing.
The Township shall join with other units of government in cooperative purchasing plans
when the best interests of the Township would be served.
SECTION VII. Disposition of Surplus Personal Property.
a. All departments shall submit to the Purchasing Agent Decommission
Forms itemizing stocks of all supplies, materials and equipment that are
no longer used or that have become obsolete, worn out or scrapped
quarterly.
b. No personal property of the Township shall be sold or disposed of without
the approval of the Board of Supervisors.
c. No personal property owned by the township, the estimated fair market
value of which is one thousand dollars ($1,000) or more, shall be sold
except to the highest bidder after due notice by advertisement for bids or
for public auction in one newspaper of general circulation. The
advertisement shall be published once not less than ten days before the
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date set for the opening bids or public auction shall be announced in the
advertisement. If after attempting twice to receive bids or if at a public
auction no bid was received, the Board of Supervisors may by resolution
adopt a procedure by which the personal property may be sold without
further action of the board of supervisors. A procedure adopted pursuant
to this authorization shall be subject to and shall conform to the
requirements of any law governing the sale of property by municipal
corporations generally when no bids have been received. The award of
contract shall be made only by public announcement at a regular or
special meeting of the board of supervisors or at the public auction. All
bids shall be accepted on the condition that payment of the purchase
price in full is made immediately upon acceptance of the successful bid.
The Board of Supervisors may reject any bids received if the bids are
believed to be less than the fair market value of the property.
d. With respect to personal property, either individual items or lots of items,
the fair market value of which is estimated to be less than one thousand
dollars ($1,000), the Board of Supervisors shall by resolution adopt a
procedure by which the property may be sold without further action by
the Board of Supervisors. The Board of Supervisors may arrange for the
sale of the item or items at public auction.
e. The bidding and advertising requirements of this section do not apply to
the following transactions:
1. If personal property of the Township is being traded in or
exchanged for other personal property.
2. The sale or lease of personal property to any municipal
corporation, the Federal Government, the Commonwealth or
any institution district, school district, Township authority,
county, public utility, volunteer fire company, nonprofit
corporation engaged in community industrial development,
volunteer ambulance service or volunteer rescue squad located
within the Township, nonprofit corporation organized as a public
library, nonprofit medical service corporation, nonprofit housing
corporation, nonprofit organizations providing community
service or development activities or nonprofit corporation
established for the preservation of historical, architectural or
aesthetical sites or artifact.
SECTION VIII. Purchasing Guidelines
The following guidelines have been established to clarify the procedure for purchasing
goods and services for West Whiteland Township. Funds for all purchases must be
allocated and available in budgetary line items prior to the preparation of a purchase
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order. If funds are not available, written approval from the Township Manager is
required before committing funds.
DOLLAR AMOUNT OF
PURCHASE
(1) $0.01 - $499.99
ACTION REQUIRED
1. One (1) written or telephone price quote must be
obtained.
2. No Purchase Order required, unless requested by the
selected vendor.
3. Must be approved by the Department Head or the
authorized approver within the Department.
4. Upon approval, you may order the product or service.
(2) $500.00 - $1,999.99
1. Must have an approved purchase order on file before the
goods or services are ordered.
2. A minimum of three (3) written or telephone price quotes
must be obtained.
3. Shipping and all fees must be included.
4. Submit the requisition form to Department Head or the
authorized approver for approval.
5. Upon approval by Board of Supervisors, staff shall submit
the requisition form to the Finance Department for approval.
The purchase order review will verify that budgeted funds
are available for the purchase. Once verified, the Township
Manager will be the final approver for all Purchase Orders.
6. When the signed Munis Purchase Order is returned to the
Department, the order may be placed.
(3) $2,000 - $18,499.99
1. Must have an approved purchase order on file before the
goods or services are ordered.
2. PennBid Quick Quote must be obtained for any purchases
or services.
3. Upon Board of Supervisor approval, Purchasing Agent will
notify vendor and request appropriate documentation from
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vendor. Department will submit requisition form to Finance
Department for approval and an assigned Munis Purchase
Order.
(4) $18,500 or more
1. Procurement for purchases over $18,500 must use the
formal bid process. The bid process is defined by the
second class Township code.
2. Any purchase over $18,500 that is exempt from the bid
process must have an approved purchase order on file
before the goods or services are ordered.
(5) State Contract or
3. Must have an approved purchase order on file before the
goods or services are ordered. Any purchases made using a
state contract or piggy back program must provide the
state contract or piggy back bid information with the
purchase requisition. These purchases follow the purchasing
guidelines outlined above.
(6) Exceptions
4. In cases where particular brands or types of goods and
services cannot reasonable be acquired from more than one
vendor. A Purchase Order is required for such purchases of
$500.00 or more. All exceptions require the written
authorization by the Township Manager.
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Steps to Place Solicitations on PennBid
1. Department Head/Designee creates a doc set in Share Point under Purchasing
Library for the solicitation and posts documents related to project such as scope
of work, bid form, memo, exhibits, any changes to previous contract, and a draft
schedule of the process at the time of request. (see below directions to make
doc set)
2. Department Head/Designee prepares memo requesting Manager & BOS
authorization to advertise and or authorization to post on Pennbid.
3. Department Head/Designee sends doc set link to Manager for review & approval.
Doc set should contain authorization memo, draft scope of work, bid form,
exhibits, etc.
4. After Manager approval – Manager finalizes documents and Department
Head/Designee sends link to Asst. to Twp. Mgr. for placement on BOS agenda
and BOS packets. (see below directions to email links of doc set)
5. After BOS approval - Department Head/Designee completes Bid Package Check
List and saves it with solicitation doc set and emails a link to Purchasing
Department to review and post on PennBid.
6. Bid opening – Purchasing Department completes analysis and forwards analysis
to Manager and Department Head/Designee.
7. If required, Purchasing Dept. completes reference checks for lowest responsible
bidder and submits checks to Department Head/Designee.
8. Department Head/Designee completes recommendation memo to include
analysis and sends a link to Manager for approval.
9. After approval by Manager the Department Head/Designee emails link to Asst. to
Township Manager and copies Purchasing Department for placement on BOS
agenda and documents are placed in BOS packet.
10. After approval by BOS’s, Department Head/Designee emails Purchasing Dept. to
have award letter sent and acquire necessary documents if approved by BOS.
11. After receipt of documents, Purchasing Department scans all documents to Share
Point and emails a link to Department Head/Designee to proceed with project.
Doc Set – to make a doc set
 Purchasing library
 Click on Library Tools
 Click on Documents
 Go to the arrow on New Doc click and you will get a new doc set
Email a link to a doc set
 Click on doc set
 Click on manage
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
Click on email a link
SECTION IX. Miscellaneous Provisions.
1. Vendor Selection. Vendors will be selected on a competitive basis. In determining
“lowest responsible bidder,” in addition to price, the following will be considered.
a. The ability, capacity, and skill of the vendor to perform the contract or provide
the material or service required.
b. Whether the vendor can perform the contract or provide the material or
service promptly, or within the time specified, without delay or interference.
c. The character, integrity, reputation, judgment, experience, and efficiency of
the bidder.
d. The quality of performance of previous contracts, orders or services.
e. The previous and existing compliance by the bidder with laws and ordinances
relating the contract, order or service.
f. The sufficiency of the financial resources and ability of the vendor to perform
the contract, fill the order or provide the service.
g. The quality, availability and adaptability of the supplier, or contractual services
to the particular use required.
h. The ability of the bidder to provide future maintenance and service for the use
of the subject of the contract.
2. Maintenance Contracts. The Purchasing Agent will maintain all records and
information concerning maintenance agreements (A maintenance agreement is defined
as fixed fee service provided by a contractor for periodic maintenance of a building or
equipment). Prior to renewal of any such agreement, the Purchasing Agent will contact
the appropriate Department Head to determine if the agreement should be renewed.
Department Heads will advise the Purchasing Agent of any change in the status of
items covered by maintenance agreements.
3. Gifts and Gratuities. Township employees, agents and officers are expressly
forbidden from soliciting or accepting money, gifts, gratuities, services, favors, or
anything of monetary value from any person, company, firm or corporation to which
any purchase order or contract is or might be awarded or from a party to any potential
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subcontract, as per Section 1103.b.c.d of Public Official & Public Employee Ethics Law
Title 65 Pa Consolidated Statues.
No employee, agent or officer of the Township may participate in the selection, award
or administration of a contract if a conflict, real or apparent, would be involved, as per
Section 1103.b.c.d of Public Official & Public Employee Ethics Law Title 65 Pa
Consolidated Statues .
4. Tax Exemption. The Township, a political subdivision of the Commonwealth of
Pennsylvania is exempt from all state and federal sales and excise taxes.
5. Charging Supplies. The vendor’s invoice must be signed by the authorized employee
receiving the material. In addition, the purchaser and/or receiver of the goods or
service will indicate on the invoice the reason the item(s) was purchased and submit to
their supervisor. By signing the invoice, the purchaser and supervisor acknowledge
receipt of the goods or services in the quantities ordered. Supervisors will review the
invoice, assign the budgetary account number and forward the signed invoices to the
Purchasing Agent on a daily basis. The Purchasing Agent must have all signed invoices
in order to verify the accuracy of the vendor’s monthly statement. Invoices will then be
forwarded to the Finance Department for review and payment. Failure to follow the
invoicing process will require that person to contact vendor and explain to the vendor
why there is a payment delay.
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