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HomeMy WebLinkAbout2018-10-18 Commissioner Minutes THURSDAY, OCTOBER 18 2018 The Franklin County Commissioners met Thursday, October 18, 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 David S. Keller; 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. Commissioner Thomas asked for more information on board action item #8, agreement with Morefield and CenturyLink. Kurt Hoffeditz, CIO, explained there are multiple connections for the phone lines between the Jail on Opportunity Avenue and Franklin Farm Lane, two of which are wireless and not as reliable as fiber. This quote will relocate the phone lines to the data center in Emergency Services and they will be connected to via fiber. It will be a centralized phone service for that area. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the minutes of the October 9, 2018 and October 11, 2018 meeting. 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 Robert Moore, to provide services as a back-up coordinator to the th APPRISE Program for the annual open enrollment session that runs from October 15 to December 7, 2018 at a maximum cost of $2,500.00 for the period of October 15, 2018 through December 7, 2018. The Board reviewed Children & Youth matters. On a motion by Robert L. th Thomas, seconded by Robert G. Ziobrowski; unanimously approved the 4 quarter report to Pennsylvania Department of Human Services showing revenue and expenditures of Act 148 funding for April 1, 2018 through June 30, 2018. The total amount of the report is $2,936,004.00 for 2017/2018 fiscal year. The Board reviewed CJAB/Grants Management matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the Technical Assistance and Training Grant Request Form to County Commissioners Association of PA to request a grant in the amount of $1,500.00 to be used for a mental health first aid course. Funds will purchase manuals, tabletop flip chart and markers, Franklin Together simulation fee and community speaker fees. The Board reviewed Commissioners matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the contract between the County of Franklin and Penn State University to conduct West Nile Virus surveillance and control as part of the Mosquito-Borne disease control grant from PA Department of Environmental Protection. The amount of the contract is $65,172.00 and is covered 100% by the grant, for the period of January 1, 2018 through December 31, 2018. Continued on page 2 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. The Board reviewed Emergency Services matters. Carrie Gray, County Administrator, explained the Hazard Mitigation Plan (HMP) represents a monumental final step thanks to Bob Povlich, DES Planning Coordinator, and that there will be resolutions approved from all municipalities in Franklin County to adopt the plan. John Thierwechter, DES Director, explained that in May 2017 the Board approved a planning position and his department needed a smart person to have the skill set to do that type of job so Bob Povlich was hired to fill that position. He, along with in-house staff that have skills to do the job, brought all the parties together. Mr. Povlich explained that he started looking at the large HMP that requires involvement from all the municipalities, including public and private entities all across the county. He received 100% participation from all municipalities and allotted 6 months to get the plan approved by PEMA and FEMA. FEMA took a little longer because of hurricanes. FEMA said that this is the first time they ever had only a minor change to the plan. Mr. Povlich is hopeful that he will get all approvals by the end of the year. He appreciates the help and thanked the whole team of emergency planning across the county. Chairman Keller said Mr. Povlich was able to engage and keep the municipalities engaged and that reflects well on him. When they discussed creating this position, they realized the number of plans their office is responsible for and this one is the mother of all plans. The process itself will be helpful going forward with updating all the existing plans. Commissioner Thomas said this plan is a significant upgrade that is reflected in the work. The thing that was compelling to him was he heard how municipalities rank their risks very differently. The Board thanked Mr. Povlich for getting this done. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Resolution 2018-09 to adopt the Franklin County 2019 Hazard Mitigation Plan. The Board reviewed Jail matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the agreement between the County of Franklin and Franklin County Jail Ministries for chaplain services at the Franklin County Jail at an amount of $25,000 for 2019. This service is provided by the United Churches of Franklin County. The Board reviewed Jail/ITS matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the quote from Morefield and CenturyLink to put a new primary rate interface, aka PRI, in Letterkenny for the Jail to use for telephone communications at a cost of $5,504.17 plus $596.25 per month. Currently the Jail uses a PRI located on Franklin Farm Lane and occasionally due to power loss or network issues, this connection is broken causing phone issues at the Jail. The proposal brings the PRI close to them with less chance of network issues and power redundancy and backup. The Board reviewed Tax Services matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the quote from Southern Computer Warehouse to purchase 3 desktop scanners for the Tax Assessment staff to begin scanning documents to the CAMA program at a cost of $4,103.70. The Board reviewed additional Tax Services matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the quote from SSS Printing to provide printing and mailing of 2019 homestead applications. Printing will cost $2,662.50 and postage will cost $1,750.00 and will be billed separately. This cost is passed on to the school districts. Continued on page 3 In accordance with PA Acts 14, 67, 68 and 127 notifications Martin and Martin, Inc. notified the County of a Pennsylvania Department of Environmental Protection NPDES permit application being applied by Whitetail Mountain Resort for discharges of stormwater associated with construction of a 3,800 feet of ski trail on property located in Montgomery Township. Teresa Beckner, Fiscal Director, presented the 2019 preliminary budget to the Board. Ms. Beckner informed the Board this budget is an all-request budget and includes all requests submitted from every operation in the county. She said it is still preliminary and in the early stages of the process but this is the opportunity for the Board to see where we are right now. She reviewed and explained the revenues and expense line items. Ms. Beckner said the total for all services and operations based on all request is almost $148 million of which $9.7 million relates to the fiduciary-type funds. Total revenues for all requests and all funds amount to $112.2 million. She continued that a net use of reserves is indicated for county operations. Of the $39.7 million in reserves requested, $24.7 million is bond proceeds being used for the building project. There were a total of 22 full time positions and 5 part time positions requested in this budget. She said general fund makes up 8 full-time and 4 part-time of the positions requested. Costs of these positions including current benefit rates would total $1.1 million. Ms. Beckner explained the general fund 2018 year-end projected expenses and revenue compared to 2019 requests. She explained the 2019 requested budget includes health insurance, which is in the process of being finalized, and assumes a 7% our actuary has estimated areas of increase were in Human Services with an increase of $263,000 or 8.9% and 911 center increase relates to their capital requests. The 911 Center reflects a need for almost $1.7 million of General Funds. There is projected to be no general fund county share for 2018 due to our ability to use reserves on hand from when the funding stream changed to the state. We expect to use almost all of the remaining reserves for 2018. The county share needed in 2019 relates primarily to capital requests, including hardware, software, computers, furniture, and some facility maintenance. Capital requests amount to $5.5 million and include a security system upgrade at the jail, computers, vehicles, software, furniture, building repairs and improvements, safety equipment, election equipment, security equipment and technology and funding for new projects. Ms. Beckner explained that we started 2018 with just over $14 million in unrestricted reserves and that the recommended reserve balance based on 2018 projected actual spending is 60-90 days of general fund cash requirements which would range from $7.8 million to $11.6 million. If we were to approve the budget as requested and presented here today, the use of the reserves would take our GF reserve balance to under $3.8 million (24 days expenses). Ms. Beckner said there is still a lot more work to do but the team is already working with directors and they will tweak revenues and expenses. Chairman Keller asked for more information on the jail security system and Ms. Gray explained that there are components of the cameras that need replaced around the perimeter and controls on the doors, locks and sally port need repaired or replaced to maintain a secure facility. Break and fix is an unknown but an audit of the entire surveillance system will give us a clear picture of what is needed. The Jail has been on lock down four times in 2018 because of failure and they use keys until they can get the vendor to fix the situation. Once we get the audit completed we will have a better picture scenario to do upgrades at 911, the jail and election equipment in the same year. He would like to know the level of priority. His thoughts are to take a similar approach as Continued on page 4 they did in the 2018 budget no tax increase, rollover savings and make use of the savings, fund 40, 41 and General Fund unrestricted reserves as to the same extent in 41 because they will become depleted. Ms. Gray said the next step will be getting guidance and direction from the Board next week. Once we are given direction Fiscal staff will go back to the departments and ask them to prioritize their requests. Commissioner Thomas would like to know what the 911 enhancements would be and what happens if the system fails at 911. He also a total solution. Ms. Gray said that Teresa and her staff have done a fantastic job and everyone she sat down with to go over their budgets said the Fiscal department has made the process more efficient and easier. The meeting was adjourned at 10:44 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