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HomeMy WebLinkAbout2018-05-17 Commissioner Minutes THURSDAY, MAY 17, 2018 The Franklin County Commissioners met Thursday, May 17, 2018, 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. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved to adopt the agenda. There was no public comment. 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 the May 8, 2018 and May 10, 2018 meetings. The Board reviewed Aging Office matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the agreement between the County of Franklin and Menno Haven, Inc. to sponsor Franklin County residents attending the Shippensburg Senior Center at a cost of$666.00 per month, for the period of January 1, 2018 through June 30, 2018. Menno Haven was awarded a contract from Cumberland County AAA to sponsor the Shippensburg Senior Center, as Messiah Lifeways is no longer providing sponsorship. The Board reviewed Archives matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the agreement between the County of Franklin and MetaSource, LLC. to scan civil case files in the Prothonotary's Office at a cost of$182,095.58, for the period of May 10, 2018 through May 10, 2019. This will ensure greater public and court staff access to these records. Cost will be covered by the Records Improvement Fund. The Board reviewed Archives/Prothonotary matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the supplemental appropriation in the amount of$182,096.00 to provide funds for the MetaSource agreement to scan civil case files for the Prothonotary's Office. The Records Improvement Fund will reimburse county general funds for the cost of the project. The Board reviewed Children and Youth matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the agreement between the County of Franklin, Minnie Goshorn and the University of Pittsburgh allowing Minnie, Assistant Administrator, to attend graduate school via the PA Child Welfare Educational Leadership (CWEL) Program, operated by the University of Pittsburgh, effective April 19, 2018. There is no cost to the County. The Board reviewed Commissioners Office matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the proposal from APEX Valuation Services to provide a real estate appraisal of an improved property in Chambersburg at a cost of$2,800.00. Continued on page 2 The Board reviewed Intellectual Disabilities matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Supplemental Appropriation in the amount of$5,000.00 to record temporary non-block grant funds received for Regional Collaboratives. The Regional Collaborative concentrates on reaching out to families in the community to spread the message of the Life Course Principles by collaborating with community partners to fill gaps in needed supports. In accordance with PA Acts 14, 67, 68 and 127 notifications, Martin and Martin, Inc. notified the County of a Pennsylvania Department of Environmental NPDES Permit Renewal application being applied by North Chambersburg Center Retail Buildings E&F, located in the Borough of Chambersburg. In accordance with PA Acts 14, 67, 68 and 127 notifications, Martin and Martin, Inc. notified the County of a Pennsylvania Department of Environmental NPDES Permit Modification application being applied by Martin's Famous Pastry Shoppe, Inc. for the development of two storage buildings, located in Guilford Township. In accordance with PA Acts 14, 67, 68 and 127 notifications, Chambersburg Energy, LLC notified the County of a Pennsylvania Department of Environmental Title V Renewal application for their current operation, located in Guilford Township. The Board reviewed information regarding National Bike Month. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved Franklin County Proclamation #2018-14 proclaiming the month of May as National Bike Month and that the attached proclamation be made a part of these minutes. Chairman Keller announced the Board will present this proclamation when they participate in National Bike to Work Day. John Hart, Project Manager, provided a presentation on an Alternative Facility Plan for Administration Annex and Archives Facilities. Mr. Hart said he is very pleased to present a better plan for the structures on the Second Street property. He explained that the previous plan was to have Archives and Administration Annex on the Second Street property but with the lease of the building on Grant Street which provides more square footage and an additional 80 parking stalls, we have the ability to remodel and improve this building and move the Archives department into the building on Grant Street. The square footage for the office space is 5,500 and storage space is 10,500 which is the square footage that is needed for Archives. Mr. Hart is first proposing to place the Archive Department in the Grant Street building. Chairman Keller said when the Board approved the lease of the Grant Street property they discussed transition space during the construction. Mr. Hart responded that the plan is to move everyone from the Commissioners' Office and Grants Management into the Grant Street property and move Property Management into the maintenance garage area behind the Administration Annex building during the construction project. The Grant Street property storage space will also be used to build mock up courtrooms and general storage during the three year period of the construction project. Commissioner Ziobrowski commented that we're leasing this property but there is an option to purchase. Mr. Hart responded that it's a 10 year lease with the option to purchase at the end of the lease. He imagines if they invest in the building currently he envisions purchasing the property in 10 years, but that would depend on the Board at that time. He said it's a good location and it blends in well with the plan. Commissioner Ziobrowski said that Mr. Hart describes the condition as fair. He asked if it has good bones and if it would lend itself to permanent use. Mr. Hart responded that it does have good bones, it's structurally sound. They would have to put in new electrical and HVAC since there are new requirements and Continued on page 3 they would have to improve windows, but, overall the walls and roof are in fair to good condition. These facts support the idea that it's a good foundation for remodeling the building. He continued that also it's an open span arch roof inside which gives tremendous opportunity for the Archives building. Stuart Christianson from Noelker and Hull responded that its structure is wide open and ready for whatever we want to put in there such as mock courtrooms. Mr. Hart reviewed the Administration Annex and Archives building proposed budget. He provided a new budget schedule for today's proposal that included the Administration Annex being built on the corner of the existing lot, the Grant Street renovations, and the demo of the current Administration Annex building. He continued that the price is in the same range as the prior proposal and the budget is in line. Mr. Hart also explained that they would use the current Administration Annex as transition space and once the new Administration Annex is complete all offices currently there, except for the Magisterial District Judge and Domestic Relations, will move into the new building. The District Attorney's office will move to the current Administration Annex and once the judicial center is complete those three offices will move to the new judicial building and the Administration Annex building will be demolished for parking. He said with this plan there will be ample parking, the budget will stay in line and it will save money on transition costs. John Boozer from Franklin Advisory highlighted that they are being good stewards of our money. This is a wise investment of funds, will give new space and it will be designed the way we need it. Mr. Christenson said there are issues of redesigning the current space into what we need. With this plan it will gain a lot of efficiencies and we will get better results with the floor plan. There is need for parking for all staff and with this plan it will go up to 240 parking spaces. Parking is an important part of getting people to their job on a daily basis as well as getting visitors in and out so there will be a net gain of parking spaces. Commissioner Ziobrowski said what he sees is that the Grant Street property has good bones and with a clear span, he doesn't see that situation with the current Administration Annex. We can build a new building with less square footage and gain efficiency with lack of functional obsolescence. Mr. Hart responded that with the condition of the current building there are challenges with the HVAC where the system has been rebuilt several times and the electric is behind the curve along with circulating hallways that end up nowhere. Mr. Christenson responded that when trying to reuse an area, this increases the budget, the systems are beyond life span and when the time comes to place the program in the building, the building designs dictates where operations will be. Some people ask how you can build for the same price as remodel, he responds that we can do it on one floor, will gain efficiencies and will have everything we need for the backbone and infrastructure of the building. Chairman Keller said that maintenance and operation costs will be less as well. Commissioner Thomas asked that with a smaller building being proposed and only one floor, will there be enough room for all offices proposed to move in there. Mr. Hart explained that the current Commissioners office occupies a suite that is bigger than what we need right now and this is the same with other offices. John Boozer said that they will be gaining efficiencies including costs and it's a better outcome, if we can have a better outcome for less money, this is important for today's conversation. Mr. Hart said that this plan still achieves the goals of collocating administration functions and improving efficiencies as well. security. Commissioner Thomas asked for a timeline for this plan and Mr. Hart responded that he is meeting with Stewart after this meeting to discuss a timeline that he will present to the Board at a later date. Chairman Keller said that the Board will take the proposal under advisement and see what questions or comments they receive. Commissioner Ziobrowski said this whole idea still fits in the original budget, and he was told the budget could do this with 1.5 mill increase and will get a new building and will gain efficiencies and long term savings. Chairman Keller said the new construction is being shifted from Archives to Administration. He suggested planning a general discussion in the next week as a follow up where the Board can decide if they want to formally move forward. Continued on page 4 The meeting was adjourned at 10:31 a.m. with a motion by Robert L. Thomas; seconded by Robert G. Ziobrowski. Carrie E. Gray County Administrator/Chief Clerk FRANKLIN COUNTY COMMISSIONERS David S. Keller, Chairman Robert L. Thomas Robert G. Ziobrowski . p17,�pIcIoiZ 4jaqoN .................................................. 1, seu-Toill I.TaqoX .............................................. .......... ........... 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