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HomeMy WebLinkAbout2014-06-12 Commissioner Minutes THURSDAY, JUNE 12, 2014 The Franklin County Commissioners met Thursday, June 12, 2014, with the following members present: David S. Keller and Robert G. Ziobrowski. The Board attended the Prison Board meeting. 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. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved to adopt the agenda. Commissioner Thomas is attending a County Commissioners Association of PA Board of Directors meeting so will not be in attendance today. There was no public comment. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved all bills presented and ordered paid. The Board reviewed Magisterial District Judge matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved the amendment to the agreement between the County of Franklin and Rescue Hose Company No. 1 (signed April 23, 2009) for leasing of office space located at 401 S. Washington Street, Greencastle for the Magisterial District Judge. Terms of this amendment will replace the following language in Section 2: Term; This lease shall be for a term, hereinafter known as "Term", commencing on or before January 1, 2010, and terminating December 31 of that twenty-fifth year thereafter. Said rent shall be $3,396 per month with rent increasing to $3,820.50 in year ten; $4,298.06 in year fifteen and $4,835.32 in year twenty. All other terms and conditions will remain in full force and effect. The Board reviewed Tax Services matters. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved the agreement between the County of Franklin and Palmetto Posting, Inc. for a part-time independent contractor to post delinquent tax notices on which the property taxed are owed for the period of June 10, 2014 through December 31, 2014 with a one year renewal. The pricing index is as follows; Posting of Notice of Return and Claim $30.00 per post, Posting of Notice of Public Tax Sale $30.00 per post and $30.00 per Subsequent Visit for Personal Service. Mary Beth Shank, County Solicitor was present for the Board to consider an ordinance to establish a uniform parcel identifier (UPI) system. Ms. Shank explained that Linda Miller came before the Board on May 1St and requested a UPI system and at that time the board directed staff to proceed. Ms. Shank explained that the UPI system is an identification of a particular parcel of real estate by number. This ordinance designates the Tax Office as the permanent depository for all county tax maps and directs the tax assessment staff to assign UPI numbers and verify them at the time that any real estate document is presented for recording. This ordinance gives the Register & Recorder the right to not accept a document for recording if the UPI is not certified by UPI staff. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved Ordinance#2014-03 which will take effect August 4, 2014. Commissioner Ziobrowski said the board took a trip to Chester County in 2008 to look at their UPI system so he is delighted that we are getting to this point of modernization. Chairman Keller echoes Commissioner Ziobrowski's remarks and this goes along with improvements we are making in the Tax Office, with GIS, and with updated imagery of the county. He commented this will bring the county's land record system into the twenty-first century. Continued on page 2 Ms. Shank also requested the Board adopt a resolution that provides for a $20 per parcel identifier (UPI) fee for each time a document is presented for filing. This fee is in line with fees other counties are charging. Register& Recorder Linda Miller has provided her input and agrees with this fee being assessed. Commissioner Ziobrowski asked Ms. Shank to explain who pays this fee. Ms. Shank explained that anytime someone files a document in Register& Recorder's office like a deed, quit claim, or memorandum of lease that needs recorded it will be assigned a UPI number at that time. Commissioner Ziobrowski asked John Hart, County Administrator to explain what the County will use these fees for. Mr. Hart explained that we have made substantial updates in hardware and software in the Tax Assessment and Tax Claim Offices. With these upgrades the County will be providing more information on our website to the private and public sector. Later on updated aerial imagery and GIS information will be available. The UPI revenues will be used to maintain and continue to update our land records information and systems. Commissioner Ziobrowski said the people recording and using the land records system in the Register& Recorder's office and the Tax Assessment Office will be paying this fee. Mr Hart stated a key function of county government is to maintain land records. The UPI system will greatly improve access to property related information. This will be a real benefit moving forward. Chairman Keller said this will make land records more accurate and easier to access. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; unanimously approved Resolution #2014-12, which is attached and made a part of these minutes, for the purpose of establishing a recording fee for documents within the Uniform Parcel Identifier system. Chairman Keller explained that in 2012 staff initiated a pilot project to test a new budgeting tool called the logic model process, and this was used in developing the 2013 budget for four departments. Staff today presented a follow up on the logic model process. Teresa Becker, Fiscal Director, explained that logic models are a means to document the operations and main objectives of a department, pinpoint various factors that affect success rates in meeting those objectives, and identify criteria and mechanisms for evaluating the outcomes. She further explained that they hope to use the logic model to better understand and prioritize budget requests, to specify department initiatives and to identify and measure outcomes. The pilot departments consisted of Adult Probation, the 911 Center, the Jail and Information Services. The following managers presented their updated logic model presentations: Dan Hoover, Chief Probation Officer of Adult Probation; David Donohue, Director of Department of Emergency Services; Dan Keen, Warden of the Jail; and Sean Crager, Information Services Director. In closing, Ms. Beckner stated that after analyzing the evaluation results recorded during 2013, they come back to the following questions: Have we set the correct indicators?Are we measuring the right things? And, is it still relevant? She said this may be a good time to look at each of the original models and determine what changes have happened - to the environment or the objectives. So there may be changes needed to the original models. She stated in addition, it may also be a good time to expand the logic model program to additional departments in the county. Mr. Hart thanked all the departments that participated in this worthwhile adventure. He is planning to meet with Ms. Beckner, division leaders and managers to discuss expanding the program and planning for next year's budget and then report back to the Board. Mr. Hart said he would like to get feedback from his managers since they are key in this process. The logic model may require more training so we may have to ask Penn State to provide additional training or provide a refresher course. Chairman Keller responded that the objectives of the Board is to be frugal with tax payer's money, to constantly improve efficiencies and customer service within county government, and to partner with other agencies and local governments to achieve this. The board strives to Continued on page 3 empower staff to achieve objectives with whatever tools and other resources are needed to achieve those goals. Upon further review if Mr. Hart feels this is a good process to continue or if another process should be considered, Chairman Keller would be open to it. It sounds like it was a positive experience for everyone and he appreciates everyone's efforts. Commissioner Ziobrowski referenced a few movies in relation to the process. He said when some departments are asked to participate they may feel overwhelmed but he hopes the departments that have done the pilot program can convince others that the logic model program is beneficial. The meeting was adjourned at 10:36 a.m. with a motion by Robert G. Ziobrowski; seconded by David S. Keller. FRANKLIN COUNTY COMMISSIONERS FRANKLIN COUNTY RESOLUTION 2014-12 RESOLUTION TO ESTABLISH FEE FOR CERTIFICATION OF UNIFORM PARCEL IDENTIIFER WHEREAS, the Board of Commissioners of Franklin County established a Uniform Parcel Identifier System by Ordinance 2014-3 on June 12, 2014; and WHEREAS, said Ordinance provides for the charge and collection of a fee by the County for services provided pursuant to the assignment of a Uniform Parcel identifies for each parcel; NOW THEREFORE, be it resolved this 12th day of June, 2014, a fee of$20.00 per each certified Uniform Parcel Identifier shall be assessed, payable to the Franklin County Recorder of Deeds, at the time a document, as defined by Ordinance 2014-3, is presented for filing. This fee may be revised by resolution of the Board of Commissioners of Franklin County. This Resolution shall be effective August 4, 2014. ENACTED by the Commissioners of Franklin County this 12th day of June, 2014. BOARD OF COMMISSIONERS OF FRANKLIN COUNTY -/ Chairman, Board of Commissioners Commissioner S Commissioner