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HomeMy WebLinkAbout2020-11-25 Commissioner Minutes WEDNESDAY, NOVEMBER 25, 2020 The Franklin County Commissioners met Wednesday, November 25, 2020, with the following members present: David S. Keller, John T. Flannery and Robert G. Ziobrowski. Chairman Keller presided and after calling the meeting to order, a Moment of Silence, and the Pledge of Allegiance, proceeded with the business of the day. Carrie Gray, County Administrator, asked to amend the agenda to include consideration of an agreement between the Franklin County Jail and State Department of Corrections (DOC). On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved to adopt the amended agenda. Mayor Richard Starliper provided public comment and wanted to wish everyone a safe and happy Thanksgiving. He also said they missed a great parade that happened on Saturday in Waynesboro. Everyone either sat on their front porch or in their yards to watch the parade. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved all bills presented and ordered paid. The minutes of the November 18, 2020 meeting were reviewed. These will be decided upon in the afternoon approval session. The Board reviewed Agreements, Contracts and Reports. John Thierwechter, Assistant County Administrator, explained that the DOC agreement presented is required by the State DOC to provide assistance with staffing should that be necessary at the Franklin County Jail. Even though staffing has improved there is staff currently with COVID restrictions so this is needed in case we need the help. John Hart, Project Manager, explained change order #34 with Lobar was reviewed last week and Commissioner Ziobrowski asked for more information on using solar lights so he reported last week that solar lights would cost more than this change order. These cables are longer and will allow us to run cables from the basement to provide a better operating system for the handrails and lighting at the Judicial Center Project. He continued that change order # 5 with Stouffer Mechanical for the Judicial Center Project is for overflow drains with PVC piping on the roof that was missed by the architect engineer. It was an oversight but we need these in case there is a lot of rain. Ms. Gray explained item #5 was discussed during the benefits presentation. With the County moving to self-funded medical insurance, like we did for dental insurance a couple of years ago, it is recommended we engage in stop loss insurance; it is a best practice. Item #4 is the resolution to self-fund our medical insurance that needs to be passed. The resolution is required to put the plan in place. Commissioner Keller noted that one of the goals of self-funding is to lessen the healthcare increases in future years. Ms. Gray mentioned that it will also provide staff with additional details to provide to the board so that they can make more informed healthcare decisions. Mr. Thierwechter explained item #7 is with Accruent for technical support for the Maintenance Connection that Property Management uses for work orders that are put in and to keep track of work being done. The items will be approved in the afternoon approval session. The Board recessed and will reconvene at 1:00 p.m. for final approval of the items that were reviewed. The Board reconvened at 1:00 p.m. Continued on page 2 There was no public comment. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the minutes of the November 18, 2020 meeting. The Board reviewed Children & Youth matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved Fiscal Year 2019- 2020 Needs-Based Plan/Budget Amendment to reduce the Needs Based Budget from $13,389,022 to $13,213,836. This was due to unused funds for FY 19/20. A budget amendment is required when there is a need to increase one or more of the four major service categories by 10% or $10,000, whichever is greater, from the approved annual needs-based plan for that category. The Board reviewed Commissioners Office matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute Change Order #34 from Lobar, Inc. to provide additional circuits for lighted handrails at rear steps and ramp and locate junction/control boxes inside the building with longer cable runs to avoid having to locate boxes in site walls at the Judicial Center Project for an increased cost of $3,799.19. The Board reviewed additional Commissioners Office matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute Change Order #5 from Stouffer Mechanical Contractors for the Plumbing Construction contract to provide overflow drains with PVC piping recessed in roof insulation, terminated at roof scuppers at four locations on the east side of the building at the Judicial Center Project for an additional cost of $4,399.77. The Board reviewed Human Resources matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved Resolution #2020-16 for authorizing implementation of a self- employee medical insurance plan, directing the establishment of appropriate funds, the purchase of excess loss insurance and contracting with a third party administrator. The Board reviewed additional Human Resources matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the proposal from HM Insurance Group to provide Stop Loss Insurance for an amount of $538,443.00 for the period of January 1, 2021 through December 31, 2021. Stop Loss insurance is a product that provides protection against catastrophic or unpredictable losses related to claim expenses with health insurance since the County is moving to a self-funded administrative platform. The Board reviewed Jail matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the Intergovernmental Agreement between the County of Franklin and Commonwealth of Pennsylvania, Department of Corrections (DOC) to provide DOC individuals to review and provide training and recommendations concerning the safety, security and operation of the Franklin County Prison at no cost to the County. This agreement will be effective November 25, 2020 and will remain in full force and effect until terminated by either party upon fifteen (15) days prior written notice to the other party. The Board reviewed Planning Office matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the contract change order #2 from C.S. Davidson, Inc. for Lobar, Inc. to have a time extension to complete the remaining paving for Contract #1 in the Spring of 2021 for the County Bridge Program. This will extend the contract by 178 calendar days for substantial completion on May 31, 2021. This is a no-cost change order. Continued on page 3 The Board reviewed Property Management matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute the proposal from Accruent to provide technical support for the Maintenance Connection Program for an amount of $10,715.28 for the period of January 6, 2021 through January 6, 2022. The Board reviewed additional Property Management matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute the Maintenance Contract between the County of Franklin and Kneppers Kleen Water to provide maintenance for water treatment at the Adult Probation Office for a cost of $1,935.88 for the period of January 1, 2021 through December 31, 2021. This contract will be month to month with no penalty to terminate the contract early. The Board reviewed Tax Services matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the quote from Printaway for purchase and printing of tax collector envelopes to mail county and municipal bills at a cost of $48,825.00 of which the County will be reimbursed by the Townships and Boroughs a total of $16,180.70. This will leave the county portion of $27,644.30. The postage and envelope amount will need to be paid upfront to the vendor ($41,725.00). In accordance with PA Act notifications, Blaw-Knox Corporation notified the County of a Pennsylvania Department of Environmental Protection General Renewal NPDES Permit being applied for industrial activity on property located in Franklin County. In accordance with PA Act notifications, Skelly and Loy notified the County of a Pennsylvania Department of Environmental Protection General Renewal Chapter 105 General Permit being applied by PA Department of Transportation for a bridge replacement project over Buck Run located in Peters Township. In accordance with PA Act notifications, New Enterprise Stone & Lime Co., Inc. notified the County of a Pennsylvania Department of Environmental Protection General Air Quality Permit being applied for renewal of a state-only operating permit at the Chambersburg Quarry facility and Chambersburg Blacktop Plant both located in Guilford Township. In accordance with PA Act notifications, Red Barn notified the County of a Pennsylvania Department of Environmental Protection General Renewal NPDES Concentrated Animal Feeding Operation (CAFO) Permit being applied by Tuscarora Farms, LLC for a swine operation on property located in Willow Hill. In accordance with PA Act notifications, Country View Family Farms, LLC, notified the County of a Pennsylvania Department of Environmental Protection General amended NPDES PAG-12 General Permit for Operation of Concentrated Animal Feeding Operation (CAFO) being applied for Willow Hill Farm located in Metal Township. In accordance with PA Act notifications, Country View Family Farms, LLC, notified the County of a Pennsylvania Department of Environmental Protection General amended NPDES PAG-12 General Permit for Operation of Concentrated Animal Feeding Operation (CAFO) being applied for New Hope Farm located in Fannett Township. In accordance with PA Act notifications, Rosetree Consulting, notified the County of a Pennsylvania Department of Environmental Protection General amended NPDES General Permit for Operation of Concentrated Animal Feeding Operation (CAFO) being applied for Michael Hege located in Waynesboro. Continued on page 4 In accordance with PA Act notifications, Rosetree Consulting, notified the County of a Pennsylvania Department of Environmental Protection General amended NPDES General Permit for Operation of Concentrated Animal Feeding Operation (CAFO) being applied for We Kings Farm located in Waynesboro. In accordance with PA Act notifications, Red Barn Consulting, Inc. notified the County of a Pennsylvania Department of Environmental Protection General renewal of NPDES General Permit for Operation of Concentrated Animal Feeding Operation (CAFO) being applied for Funk Family Farm located in Mercersburg. In accordance with PA Act notifications, Borough of Chambersburg notified the County of a Pennsylvania Department of Environmental Protection General Renewal Operating Permit being applied for the Falling Spring Generating Station located in the Borough of Chambersburg. Tiffany Bloyer, Human Resources Director, and members of the STAR (Special Thanks and Recognition Committee) were present to award Employees of the Month for October and November. The selections for October and November Employees of the Month were determined by the STAR Committee. The STAR nomination forms are attached to the minutes for Marianna Stratigos, Lead Accounts Payable Specialist in the y Brookens, Administrative Officer for Children & Youth Services. Ms. Stratigos said she is glad that everyone appreciates her. She enjoys what she does and likes to help people. Chairman Keller said he is sure she impacts public safety. Ms. Brookens responded things. She has had a lot of coworkers that she appreciates and is glad to work for the County. Chairman Keller said the Board paid a visit to Children & Youth recently to thank them for the critical work they do and receiving a stellar audit that Kim was a strategic part of. Commissioners Flannery and Ziobrowski appreciate everything she does and thanked her for her service. Teresa Beckner, Fiscal Director, presented the 2021 proposed budget to the all operations. This same information will also be available for review on the co -in- prepared by staff. The Budget-in-Brief includes more graphics and valuable information Office staff for providing the information on the Court Facility Improvement Project. Ms. Beckner highlighted the following key items: When she presented the Preliminary budget to the th Board on October 14, it showed a net use of reserves for the General Fund of just under $10 million if they were to fund the operational, personnel and capital requests of all operations. In their deliberations, the Board provided the following priorities for 2021: Streamlining government and delivery of services through the use of and improvements to technology; maintaining services that support county citizens by funding programs for human services and veterans; maintaining public safety and security; \[And asked them to\] consider staffing, with a focus on operational priorities, and providing competitive pay and benefits and the resources that staff need to perform their jobs. Ms. Beckner continued that to accomplish these priorities, they were to make use of savings from the funds such as Funds 40 (for capital projects) and 41 (for equipment replacements), and then use existing reserves, to meet those priorities in lieu of requesting an increase in taxes. This budget reflects funding to accomplish their priorities. At the same time, the 2021 Proposed General Fund budget reflects use of $4.6 million in unrestricted reserves. Taking a selective approach, they evaluated overall budget requests, considering operating costs, as well as requests for personnel and capital expansion. Revenue assumptions and line item requests were evaluated for reasonableness and consistency with priorities and adjustments were made accordingly. They are anticipating net savings from the 2020 budget of Continued on page 5 approximately $1.7 million that we plan to apply to fund the $4.6 million need, reducing the net use of reserves for 2021 to $2.9 million. Additionally, they utilized other funds to pay for minor and major capital items where possible. Our capital projects fund, Fund 40 (not to be confused with the Court Facility Improvement Funds) and equipment replacement fund, Fund 41, are budgeted to pay for $2.7 million of capital items that would have otherwise been funded by General Fund dollars. Ms. Beckner continued that the General Fund is where they account for operations primarily funded with tax dollars. The General Fund pays for court administration and magisterial district judge operations, adult and juvenile probation, the county jail, elected official offices, tax services, elections and voter registration, management, geographical information systems (GIS), and archives. It also provides financial support to outside agencies, as well as human service programs, the 911 center and HazMat operations, Domestic Relations, and a portion of the administration of the Community Development Block Grant and Liquid Fuels programs. General Fund revenues total $50.1 million showing an increase of $210,600 (0.4%) compared to the revised 2020 budget of $49.9 million. Property taxes for general purposes in the 2021 proposed budget remain the same as 2020 at 25.0 mills. For 2021, the value of a mill increased by 0.7%, adding $10,616 per mill for a total of $265,400. The overall value of 1 mill of taxes is $1.527 million based on reports from the tax office as of last week. This increase helps fill the shortfall from the other revenue categories, which in total are down by $834,500. As she previously stated, General Fund revenues are budgeted to increase only 0.4% over 2020. Ms. Beckner explained that the total General Fund expense budget is $54.8 million. The revised operating budget for 2020 is $53.4 million, indicating overall growth of 2.6%, amounting to $1.4 million. Wages and Benefits total $30.5 million, which makes up 55.7% of the General Fund budget, compared with $29.2 million (54.6%) for the 2020 revised budget. Total Operating Costs of $17.6 million are a 2.0% increase from 2020. Transfers to support other county operations of $5.7 is slightly more than the 2020 revised budget at $5.5 million. The biggest increase is in Children & Youth Services, with a 9.3% increase in needed support from County General Funds. Commissioners continue their commitment to Agriculture Preservation efforts by designating $150,000 of practice in prior years, funds have been set aside in a contingency account for expenditures requiring further review or action. For 2021, contingency is budgeted at $817,900. Ms. Beckner further explained that the net effect of General Fund operations shows that without adding additional revenue, expenses exceed revenues by just over $4.6 million, as stated previously. With this budget, our General Fund unrestricted reserves at the end of 2021 are expected to be $6.1 million. That equates to 41 days of General Fund expenses. This falls short of the recommendation of our auditors and GFOA best practices, 2020 performance and the 2021 proposed budget, we would need approximately $2.7 million in additional revenue or reduced expenses to be at 60 days. For 2020, the CARES Act funding is expected to for sure how much will remain when the Board completes its grant-making. At that time, the remaining funds can come back to the County to reimburse our own costs of response to the COVID-19 pandemi objective, note that this is one-time revenue state funding in response to the pandemic. The ability to maintain reserves at the 60-90 days level has helped the county be able to carry our General Fund into each new year without borrowing money. A healthy fund balance has also contributed to our ability to maintain our AA bond rating, making the market more favorable for the county to borrow money for new projects or refinance existing debt. Continued on page 6 Ms. Beckner included the tax dollar breakdown from the budget-in-brief. This shows how property tax dollars that are collected are distributed to various types of operations of the county. Note that this only includes general operating millage and does not include tax dollars generated from debt service millage. Taxes revenues from debt service are used exclusively for paying principal and interest on County bonds and notes. They grouped related activities to make it easier for readers to understand the For 2021, categories of spending in the General Fund are grouped as: Crime, Courts and Corrections which makes up the largest share of GF expense and also requires the most tax dollars to operate. For every tax dollar collected, 78¢ goes to support the 3-Cs. For 2020, it was 79¢, and for it was 77¢; Community and Taxpayer Services which is the next largest, requiring 8¢ of a General Fund tax dollar in 2021, compared with 7¢ for 2020 and 8¢ for 2019. Made up of tax services (assessment and claims), GIS, planning, archives, voter registration and elections, and support to cultural and recreational programs and community and economic development organizations; Financial and Administrative Services which costs 6¢ of each tax dollar for 2021, 2020 and 2019. s, and administrative services charged back to the General Fund; Emergency Services which uses 4¢ of each tax dollar in 2021 and 2020 and 5¢ in 2019. These are services the 911 center and hazmat; Human Services that are primarily funded with federal and state funds, but 2¢ of each dollar for 2021 and 3¢ for each of 2020 and 2019 of each General Fund tax dollar support human services; and other and this category is primarily property management services to some of the General Fund county buildings. The remaining 2¢ of General Fund tax dollars goes here for 2021 and 1¢ for each 2020 and 2019. Ms. Beckner finalized her presentation with regards to the overall budget, for ALL FUNDS AND ALL SERVICES, here are a few noteworthy items: the 2021 budget reflects no property tax increase. The 2020 millage rate of 29.1 remains unchanged. The 29.1 mill rate is made up of 25 mills for general purposes and 4.1 mills for debt service; total revenue decreased from $169.7 million to $140.3 million. \[Primary reasons are the bond refunding of $13.9 million and in addition to CARES Act spending of $14 million.\] ; Total expenditures for All Operations and All Services equal $154 million, also a decrease of $32.4 million from the revised 2020 budget of $186.3 million; included in All Funds and All Operations is $22.7 million for capital expenditures to continue construction activities on the Court Facility Improvement and related projects, as well as required replacements of equipment. Chairman Keller thanked Teresa and Erin Witmer for this budget presentation since he knows this has been a challenge with everything going on. The board has never been shy about being critical of the Governor or the State budget but he acknowledges the efforts of the Governor and Legislators on passing the budget by Thanksgiving this year which has made their life easier in balancing our budget. He continued that for the time being we dodged the bullet as far as the state budget goes. In terms of what was presented they knocked it out of the park once again. He said she has taken the priorities of the board with no tax increase and limited use of reserves with what Ms. Beckner presented. He continued that this proposal includes 1% for wages and salary increases and Ms. Gray shared what is occurring in Adams and Cumberland and other regional counties in terms of wages and inflation and tracking through the year. Mr. Keller continued that It may be prudent to adjust an increase from 1% to 2% or leave it at 1% and put another 1% in contingency depending on what the salary board decides in The only other adjustment he is recommending is that the Board has received some informal input from the Ag. Preservation Board that the County has not adjusted the funds for a number of Continued on page 7 years and we note the county is still hanging on to a bond issue from 2004 and roughly $5,000,000 was earmarked for Ag. Preservation so to the extent we should consider an adjusted it so he would be willing to adjust up to $165,000 which would be a $15,000 increase. He would like to take a wait and see approach and with no other unforeseen demands could include those dollars. He continued that these are the only two adjustments he would suggest. Commissioner Flannery said the budget was very well presented and he agrees with the Chairman on his thoughts. Commissioner Ziobrowski at the fact that it is taking $2.7M from Fund 40 that would otherwise have to come from the General Fund and anticipating another shortfall of $2.7M made up from one time CARES funds. It would still reduce our cash on hand and that involves reducing the number of days of operating from 89 to 60. He is suggesting that we may be able to go without a millage increase but the millage will inevitably go up in Pennsylvania. He feels we are looking at a tax increase in future years. Zero is appropriate now but we need to be ready to evaluate this next year. He said we will either have to dramatically cut services or raise the millage rates. Chairman Keller asked if the motion to put the budget on the counter and accept public comments should include the changes he is recommending. Ms. Beckner said there are parameters that we have to keep within in order not to have to reopen the budget. She has never gone over that threshold and she feels that even with those two changes she will not go over that amount. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved to accept the proposed budget and set it on the counter for twenty days. Ms. Gray thanked Teresa and her team. The meeting was adjourned at 1:50 p.m. with a motion by Robert G. Ziobrowski; seconded by John T. Flannery. Carrie E. Gray County Administrator/Chief Clerk FRANKLIN COUNTY COMMISSIONERS ____________________________________ David S. Keller, Chairman ____________________________________ John T. Flannery ___________________________________ Robert G. Ziobrowski FRANKLIN COUNTY STAR COMMITTEE Special Thanks And Recognition Committee 218 North Second Street ~ Chambersburg, PA 17201 Telephone (717) 261-3150 Fax (717) 261-3156 .®µ¤¬¡¤± ΑΔǾ ΑΏΑΏ 4§¤ &± ­ª«¨­ #®´­³¸ #®¬¬¨²²¨®­¤±² ®­ ¡¤§ «¥ ®¥ ³§¤ 34!2 #®¬¬¨³³¤¤ Ȩ3¯¤¢¨ « 4§ ­ª² !­£ 2¤¢®¦­¨³¨®­ȩ ¯±®´£«¸ ¯±¤²¤­³ ³§¤ %¬¯«®¸¤¤ ®¥ ³§¤ -®­³§  ¶ ±£ ³® -²ȁ - ±¨ ­­  3³± ³¨¦®²ȁ -²ȁ 3³± ³¨¦®² § ² ¡¤¤­ ¤¬¯«®¸¤£ ¶¨³§ &± ­ª«¨­ #®´­³¸ ²¨­¢¤ /¢³®¡¤± ®¥ ΑΏΏΕȁ 3§¤ ¨² ¢´±±¤­³«¸   4§¤ ²¤«¤¢³¨®­ ¥®± ³§¤ /¢³®¡¤± ΑΏΑΏ %¬¯«®¸¤¤ ®¥ ³§¤ -®­³§ ¶ ² £¤³¤±¬¨­¤£ ¡¸ ³§¤ 34!2 #®¬¬¨³³¤¤ȁ 4§¤±¤ ¶¤±¤   ³®³ « ®¥ ³¤­ ­®¬¨­ ³¨®­²ȁ 4§¤ 34!2 ­®¬¨­ ³¨®­ ¥®±¬  ²ª² ¶§ ³ ±¤¢¤­³ ¤µ¤­³ ®± ®¢¢´±±¤­¢¤ ¬ £¤ ¸®´ ²¤«¤¢³ - ±¨ ­­  3³± ³¨¦®²  ­£ ³§¤  ­²¶¤±² ²³ ³¤£Ȁ ®´± ¨­µ®¨¢¤² ¶¤±¤ ¯ ¨£ȁ 4§¤ ³§¨­¦ ³§ ³ ¬ £¤ ¬¤ ­®¬¨­ ³¤ §¤±Ǿ ¡¤²¨£¤² ³§¤ ¥ ¢³ ³§ ³ ²§¤ ¨² ­£®±² ³® ¦¤³ ¨­µ®¨¢¤² ¯ ¨£ȁ 4§¨² ¨² ­®³ ­¤¢¤²² ±¨«¸ §¤± ©®¡ȁ 4§¤ ¨­µ®¨¢¤² ²§®´«£ ¢®¬¤ ¥±®¬ ³§¤ £¤¯ ±³¬¤­³ ¨³ ®±¨¦¨­ ³¤£ ¥±®¬ȁ (®¶¤µ¤±Ǿ £´±¨­¦ ¬¸  ¡²¤­¢¤Ǿ ³§¤ ¨­µ®¨¢¤² ¦®³ ¥¨«¤£ ¨­²³¤ £ ®¥ 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