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HomeMy WebLinkAbout2014-03-06 Commissioner Minutes THURSDAY, MARCH 6, 2014 The Franklin County Commissioners met Thursday, March 6, 2014, with the following members present: David S. Keller, Robert L. Thomas 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. Chairman Keller asked to include Chairman's time prior to public comment. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved to adopt the amended agenda. Chairman Keller provided a statement concerning the audit by the Controller's Office that outlined concerns regarding a contract for postings of delinquent tax notices. He said the Commissioners' acknowledge the items of concern and are taking the following actions: the employees doing work for an outside vendor failed to disclose their outside employment to Human Resources. The Board believes it was an oversight and not a deliberate attempt to mislead their employer. However it was a violation of county policy and appropriate action has been taken that is consistent with the policy. The second item involving the description of duties of the appraisers includes posting of delinquent tax notices. The posting of delinquent tax notices should have been removed from the job descriptions in 2001 when the posting of delinquent tax notices was contracted to a vendor. This oversight should have been corrected in 2001. The Board found no fault with the Director of Human Resources who has been employed since 2011, in not catching this oversight. The job descriptions have been corrected. The Controller has claimed in her audit that over$300,000 was improperly spent since 2001, the Commissioners disagree. While the Commissioners bear responsibility for their job descriptions not being updated and for the outside employment not being disclosed but the commissioners do not believe these two issues justify a conclusion that there was any misallocation of funds. The Controller also claimed in the audit that tax postings are required to be bid but Commissioners do not agree with that finding because the work could be considered as a professional service. Which is recognized as an exception to the requirement to bid a contract. However, out of an abundance of caution, the Commissioners will solicit bids for posting taxes going forward. They appreciate that the Controller brought the issues of the job descriptions, the disclosure of outside employment, and the requirement to bid to their attention. The Commissioners have taken appropriate action to address the Controller's concerns regarding those issues. However, they find no basis for her conclusion that over$300,000 was improperly spent. Allen Piper provided public comment that the SNAP/Food Stamp program has rose from 7,000 people in 2007 to 16,000 people in 2011. He would like to know what role the County has in the SNAP program or the Farm Bill that was recently passed by the Federal Government where cuts were made to the program. Mr. Piper also asked where the county is with the feasibility study related to the Franklin County Prison. Mr. Piper also asked what raises county employees and executives were granted at the beginning of the year. Alicia Kanelopoulos provided public comment and asked if board action item #12, contracts with MH/ID/EI pertain to action taken last week. Ms. Kanelopoulos also asked about board action item #15, scanner for Register& Recorder why it was pulled last week from the actions and board action items#6-9, grants for the Jail and Sheriff why they seem to always get the grants and can they get the money somewhere else. Continued on page 2 Jay Lightfoot provided public comment and asked about the guy that was to go around to different municipalities for$11,000 and why he hasn't given his report yet. Chairman Keller responded that the Board already responded before but will follow-up at a later date with Mr. Lightfoot. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved all bills presented and ordered paid. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the minutes of February 26, 2014 and February 28, 2014 meetings. Chairman Keller asked John Hart, County Administrator to explain the items questioned during public comment. Mr. Hart said the grants for the Jail and Sheriff office are PCCD grants which are specific to security, law enforcement and JAG grants. A lot of other grants are built into department allocations for instance Children &Youth. These PCCD grants are multi-year and are generally for a three year period. Mr. Hart said board action item #15, scanner for Register& Recorder was pulled so that the Register& Recorder could review it further and now it's a reduction in price due to being a scanner and not a printer also. Item #12 question on MH/ID/EI contract listing is new this week, the item last week was for Drug &Alcohol contracts. Carrie Gray, Assistant County Administrator provided more information on the PCCD grants that the Board sees the same grant multiple time. It goes from the application approval, approval from the government agency, then the contract that needs signed by the Commissioners. The Board reviewed Children and Youth matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Supplemental Appropriation to record an increase in Department of Public Welfare ACT148 funding and the corresponding expenses. ACT 148 reimbursement covers a portion of all C&Y expenses, additional funding was received as a result of increased services for community residential, foster family dependent, juvenile detention and youth development center/youth forestry camp. The Board reviewed Commissioners Office matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved Resolution #2014- 03, Bond Required for Depositories, to state any depository shall provide collateral in an amount sufficient to secure 110% of Franklin County's deposit through pledging of appropriate securities or other instruments in accordance with law and is attached to these minutes. The Board reviewed Day Reporting Center matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved amendment to the agreement between the County of Franklin and the County of Fulton (dated December 13, 2012) to provide Day Reporting Center services to Fulton County offenders referred to the program by Fulton County Adult Probation. This amendment is to increase the per calendar daily rate of a Fulton County resident in the program from $5.29 per day to $5.87 per day. All other terms and conditions of the original agreement will remain in full force and effect. The Board reviewed Grants matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the agreement between the County of Franklin and KeyTrack, Inc. to purchase an automated key control system, to expand the current system, for the Franklin County Jail at a cost of$9,464.00, 25% will be covered by the Franklin County Security Technology Grant (year 3). Continued on page 3 The Board reviewed additional Grants matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the agreement between the County of Franklin and Motorola Solutions Inc. — Compros for the purchase of ten radios and related supplies for the Franklin County Jail. This is a one- time purchase at a cost of$9,907.90, 50% will be paid through the Franklin County Security Technology Grant (year 2). Company is on State contract. The Board reviewed additional Grants matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the agreement between the County of Franklin and Motorola Solutions Inc. — Compros for the purchase of twenty radios and related supplies for the Franklin County Jail. This is a one-time purchase at a cost of$19,815.80, 25% will be paid through the Franklin County Security Technology Grant (year 3). Company is on State contract. The Board reviewed additional Grants matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Agreement between the County of Franklin and TASER International for the purchase of eight Tasers and related supplies for the Sheriff's Department for use at the Security Guard Stations throughout the County. This is a one-time purchase at a cost of$8,436.29, 50% will be paid through the Franklin County Security Technology Grant (year 2). Company is on State contract. The Board reviewed additional Grants matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Project Modification Request to PA Commission on Crime and Delinquency the Juvenile Probation (2013) Enrichment Programs Grant (subgrant#2011/2012-JB-14-24028) for the Summer Work Program to extend the grant through June 30, 2014. All other terms and conditions will remain in full force and effect. The Board reviewed Jail matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the amendment to the agreement between the County of Franklin and the County of Fulton (dated October 17, 2006) for housing incarcerated individuals from Fulton County at the Franklin County Jail. This amendment will increase the cost per day rate from $65.00 to $66.30. All other terms and conditions of the original agreement will remain in full force and effect. The Board reviewed MH/ID/EI matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the FY2013-2014 contract listings for Mental Health, Intellectual Disabilities, and Early Intervention. Contract listing is maintained for proper accounting of all contracts to include vendor name and type(s) of service provided and rate(s) charged for services. The Board reviewed Planning matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the amendment to the agreement between the County of Franklin and geographic Data Base Management Systems, Inc. (dated May 17, 2012) for the design of a Uniform Parcel Identification (UPI) program for each Franklin County property, to be used to integrate the County's GIS, land records and mass appraisal system. This amendment is to provide the scope of work for Phase II, the launch and support of the UPI program, at a cost of$68,160.00; funded initially by the Solid Waste Fund and reimbursed from the UPI fees upon implementation. Continued on page 4 The Board reviewed additional Planning matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the agreement between the County of Franklin and Valley Community Housing Corporation to provide Housing Trust Fund money in the amount of$10,000.00 to be used towards low- moderate income housing for senior citizens within the greater Waynesboro area. This agreement is for the period of March 6, 2014 through December 31, 2014. The Board reviewed Register and Recorder matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the quote from Print-O-Stat, Inc. to purchase a Colortrac Gx 42C scanning system allowing large formatted documents such as subdivisions, surveys, and plot plans to be scanned directly into the current Landex software system. These documents can then be submitted electronically to the Tax Assessment Office. The total cost of$9,601.96 plus service contract costs of$1,671.12. These costs will be paid by the Recorder's Improvement Fund. The Board reviewed Risk Management matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the quote from Nitterhouse Alarm Communications to replace the existing fire alarm system; including smoke and heat detectors, pull stations, input modules and control relays at the Administrative Annex. Contract term is March 1, 2014 through March 31, 2015 for a cost of$16,776.90, paid for by the Workers' Compensation Trust. In accordance with PA Act14, 67, 68 and 127 notifications, R. Lee Royer& Associates notified the County of a Pennsylvania Department of Environmental Protection General NPDES permit, being applied by Trade Mark Development Corp. for a residential subdivision, located in Washington Township. In accordance with PA Act14, 67, 68 and 127 notifications, IESI notified the County of a Pennsylvania Department of Environmental Protection Title V air operating permit renewal for their Blue Ridge Landfill, located in Greene Township. In accordance with PA Act14, 67, 68 and 127 notifications, USDA notified the County of a Pennsylvania Department of Environmental Protection Water Obstruction and Encroachment Permit, being applied by Steven Shoop for two farm animal crossings, located in Fannett Township. The Board met with the Human Resources Director, the Controller and the Planning Director for Salary Board and Personnel matters. The Board reviewed Personnel matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the revised Director of Custodial Services position description. The Board was asked to consider a letter to Valley Community Housing Corporation to allocate Housing Trust Funds in the amount of $20,000 for three years totaling $60,000 for the Mount Vernon rental complex major renovation project in Waynesboro. Phil Tarquino, Planning Director was present to explain that the Planning Department received a request for Housing Trust Funds for this project in the Borough of Waynesboro. This morning the Board approved a contract with Valley Community Housing Corporation for Housing Trust Fund money to be used for Wayne Gardens which is housing for low-moderate income housing for senior citizens. The seniors from Continued on page 5 Mount Vernon Terrace will move into the new apartments at Wayne Gardens so the old apartments can be rehabilitated at Mount Vernon Terrace. This project has the support of the Borough of Waynesboro. They originally asked for$30,000 a year for 3 years but Planning's recommendation is to provide $20,000 per year for 3 years. Commissioner Thomas asked Mr. Tarquino to explain the Housing Trust Fund. He explained the fee established in 2001 is on all deeds and mortgages recorded. Money can be used for any type of housing activities. The Board gave their consensus to authorize a letter of support for Valley Community Housing Corporation. The Board was asked to consider a Resolution for the Local Economic Revitalization Tax Assistance (LERTA) Program for the Borough of Waynesboro. County Solicitor, Mary Beth Shank was present to explain the LERTA for the Borough of Waynesboro. The Board asked her to confirm that the County's understanding is the same as the Borough's understanding. Ms. Shank met with the Waynesboro solicitor and they are on the same page, language in their ordinance and our resolution is the same. Ms. Shank explained the change in section 5 A of the resolution concerning the building permits. Chairman Keller said this is one of the goals of the County's comprehensive plan and is in line with the original purpose of the LERTA legislation. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved Resolution #2014-01 and that the attached resolution be made a part of the minutes. The meeting was adjourned at 10:26 a.m. with a motion by Robert L. Thomas; seconded by Robert G. Ziobrowski. FRANKLIN COUNTY COMMISSIONERS COUNTY OF FRANKLIN RESOLUTION 2014-03 BOND REQUIRED FOR DEPOSITORIES WHEREAS,Section 1762 of the County Code sets forth that the Board of Commissioners together with the County Treasurer shall,from time to time,designate by resolution, a depository or depositories for all County funds to be deposited. Such depository or depositories shall be banks, banking institutions,or trust companies, located in the Commonwealth; and WHEREAS, depositories so designated, upon receipt of notice of their selection as a depository of County funds,furnish a bond to secure payments of deposits and any interest to the County, secured by a security company,or by the depositing in escrow of securities to be approved by the County Commissioners; and WHEREAS,Section 1762(b)of the County Code requires such bonds shall be in a sum to be fixed by resolution of the county commissioners. NOW THEREFORE, LET IT BE RESOLVED: Any depository designated by resolution of the County of Franklin shall provide collateral in an amount sufficient to secure 110%of Franklin County's deposits through pledging of appropriate securities or other instruments in accordance with law. Approved and effective this day of March, 2014. FRANKLIN COUNTY BOARD OF COMMISSIONERS � Attest. -� David S. K- ler, Chairman . ) A. Hart ief Clerk/County Commissioner � \ 09 Robert L.Thomas,Commissioner ;20/ Robert G. Zio. . ski, Commissioner