HomeMy WebLinkAbout2019-11-26 Commissioner MinutesTUESDAY, NOVEMBER 26, 2019
The Franklin County Commissioners met Tuesday, November 26, 2019, with the
following members present: David S. Keller and Robert L. Thomas. 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 announced that Commissioner Ziobrowski will not be in
attendance today. Carrie Gray, County Administrator, asked to amend the agenda to
include a letter to the Chambersburg Borough Police Department in reference to
purchasing their Livescan equipment for the historic new courthouse site. Chairman
Keller said this will save the County money since we needed the new digital fingerprint
equipment and they were willing to sell it to us at a reasonable price. The agenda was
also amended to include the approval of vouchers due to the Board not meeting on
Thursday because of the Thanksgiving Holiday. On a motion by Robert L. Thomas,
seconded by David S. Keller; unanimously approved to adopt the amended agenda.
Kim Wertz provided public comment and asked for more information on the
Ehrlich contract for pest control treatment and if the $360 is per treatment or annual cost.
Chairman Keller responded that they will answer her question when addressing the
board actions.
On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski;
unanimously approved the minutes of the November 19, 2019 and November 21, 2019
meetings.
The Board reviewed Agreements, Contracts and Reports. Steve Nevada,
Assistant County Administrator, said Ehrlich Pest Control cost is per year. We receive a
good rate from them because we have multiple buildings where we utilize pest control
services. Commissioner Thomas mentioned he is happy to see new software in the Tax
Office. He never liked the price people had to pay to use their credit card so this is a
significant reduction. John Hart, Project Manager, explained that item #3, Change Order
for the Courthouse Project is a concrete mix to apply to the elevator pits. He continued
that subsurface water is coming up in the pits on the new courthouse site so this is a
waterproofing added layer of protection. Bill Bechtold, Warden, explained action item 6
for security doors is a security issue and it is not an average door. He also explained the
cameras being replaced were installed when the jail was built so they are in need of
replacement. The following items were approved today.
The Board reviewed Children & Youth matters. On a motion by Robert L.
Thomas, seconded by David S. Keller; unanimously approved the report to the
Pennsylvania Department of Human Services showing expenses and revenues of Act
148 funding for the period of July 1, 2019 through September 30, 2019, in the amount of
$3,194,728.00.
The Board reviewed additional Children & Youth matters. On a motion by Robert
L. Thomas, seconded by David S. Keller; unanimously approved for the Chairman of the
Board to execute the quotes from Tri Star Auto Group for the purchase of two 2019
Dodge Caravan SE Vans at a cost of $43,100.00. The vehicles are necessary for the
transportation of Children & Youth staff and clients. $34,480.00 of the cost is covered by
Act 148 state funds while $8,620.00 is covered by the County. Bids were received from
three vendors and Tri Star Auto Group was the lowest qualified bid.
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The Board reviewed Commissioners Office matters. On a motion by Robert L.
Thomas, seconded by David S. Keller; unanimously approved Change Order # GC-005
from Lobar, Inc. for the Franklin County Judicial Center — New & Historic Courthouse
project to add Xypex C-500 mixture to elevator pit concrete for an increased amount of
$10,315.84.
The Board reviewed Grants/CJAB matters. On a motion by Robert L. Thomas,
seconded by David S. Keller; unanimously approved the Project Modification Request to
the Pennsylvania Commission on Crime and Delinquency (PCCD) for the Good Wolf
Treatment Court Supportive Services Grant to shift funding from underspent areas of the
program to categories that will allow the program to purchase personal items, incentives
and program drug tests for program participants.
The Board reviewed Jail matters. On a motion by Robert L. Thomas, seconded
by David S. Keller; unanimously approved the agreement between the County of
Franklin and United Churches of the Chambersburg Area to provide chaplain services
for the Franklin County Jail at a cost of $25,000.00, for the period of January 1, 2020
through December 31, 2020.
The Board reviewed additional Jail matters. On a motion by Robert L. Thomas,
seconded by David S. Keller; unanimously approved for the Chairman of the Board to
execute the proposal from Hagerstown Paint and Glass Company for the purchase and
installation for the door and frame of specialty security doors for the staff entrance at a
cost of $14,698.00. These are special security doors made for weathering and
excessive use. This door has special coding and must fit current door framing. The
current door is rusting from the inside out and is now a security concern.
The Board reviewed additional Jail matters. On a motion by Robert L. Thomas,
seconded by David S. Keller; unanimously approved for the Chairman of the Board to
execute the quote from Jennings Chevrolet for the purchase of a 2019 Chevrolet
Silverado 4WD truck with snowplow and salt spreader at a cost of $33,584.40. This is a
replacement of the 2005 GMC Sierra Truck. Purchasing this truck will help with repair
costs.
The Board reviewed additional Jail matters. On a motion by Robert L. Thomas,
seconded by David S. Keller; unanimously approved for the Chairman of the Board to
execute the quote from Stanley Convergent Security Solutions for purchase of several
replacement cameras throughout the Jail at a cost of $13,335.00. Current cameras are
either not working at all or are blurry and visibility is almost impossible. There will be a
total of six cameras replaced and they will be compatible with an upgraded system. This
company is proprietary on camera security.
The Board reviewed MH/IDD/EI matters. On a motion by Robert L. Thomas,
seconded by David S. Keller; unanimously approved the Housing Trust Fund Grant
Agreement between the County of Franklin and Franklin County Human Services
Division to support affordable housing efforts for the period of January 1, 2019 through
December 31, 2020. The County will pay Grantee an amount not to exceed $11,548.00
for matching funds for two (2) Housing and Urban Development (HUD) grants.
The Board reviewed Property Management matters. On a motion by Robert L.
Thomas, seconded by David S. Keller; unanimously approved for the Chairman of the
Board to execute the agreement between the County of Franklin and Ehrlich Pest
Control for preventative maintenance for pest control at the Courthouse and Courthouse
Annex at a cost of $360.00, effective January 1, 2020 and can be terminated with a 30
days' notice.
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The Board reviewed Tax Claim matters. On a motion by Robert L. Thomas,
seconded by David S. Keller; unanimously approved the agreement between the County
of Franklin and GovPayNet for a new online and credit card acceptance system for Tax
Claim. GovPayNet has a fee of 2.15% with a $1.00 minimal fee and the funds will be
released within 24 hours of payment being made. This will allow Tax Claim to make
distribution to the taxing bodies in a timelier manner. The current provider charges a
3.50% fee with a $4.00 minimal fee for payments which is paid by the property owner.
Funds were released within 5 days of the transaction currently.
Teresa Beckner, Fiscal Director, presented the 2020 proposed budget to the
Board. She explained the counter copy includes details for revenues and expenses for
all operations. This same information will also be available for review on the county's
website and will also include a "Budget -in -Brief" which is a summary of the budget that is
prepared by staff. The Budget -in -Brief includes more graphics and highlights a few
specific operations. Ms. Beckner highlighted the following key items: The Board of
Commissioners remains committed to improving government services, planning for the
future, and streamlining operations, while living within our means, and balancing their
commitment to residents' quality of life and the role of county government with the
resources available. The 2020 budget reflects funding to accomplish those objectives.
The Commissioners' priorities are provided for and include the following: maintaining
public safety and security; maintaining services that support county citizens through
funding existing and new programs for human services and veterans; streamlining
government and delivery of our services; supporting quality of life programs such as
farmland preservation and tourism and quality of life enhancement grants; and attracting
and retaining a skilled, dedicated workforce. She explained the 2020 budget provides
resources for: continuing our progress on the Court Facility Improvement and related
projects; updating and expanding our technology infrastructure, systems and security;
upgrading 911 communication software and equipment; continuing to expand our use of
electronic document management and related process improvements; maintaining
existing facilities and equipment; replacing vehicles and safety equipment, and;
supporting operations which deliver human services and administer justice.
Ms. Beckner continued that the 2020 budget includes a property tax millage rate
of 29.1 mills, unchanged from 2019. The 29.1 mills is comprised of general operating
millage of 25.0, and debt service millage of 4.1. The total expenditures for All
Operations and All Services equal $157.9 million, a decrease of $9 million from revised
2019 budget. The decrease is due primarily to funds committed to capital projects
shifting from 2019 to 2020. She continued that while total expenditures decreased, total
revenue increased $22.9 million, from the current year revised budget of $118.2 million
to the 2020 proposed budget of $141.1 million. The growth is primarily the result of
improved earnings on contributions to the pension and other trust -type funds, additional
state funding for human services, a state grant for the facility project, and anticipated
new debt as the construction project progresses. Judicial services will see the largest
percentage growth at 4.4%, amounting to $623,000 while public safety has the largest
dollar growth at $789,300. The overall increase in human services program spending is
2.3% but Children & Youth Services alone is increased by 8.7% amounting to over $1.2
million. Ms. Beckner continued that included in All Funds and All Operations is $38.1
million for capital expenditures to continue construction activities on the Court Facility
Improvement and related projects. During 2020 it is anticipated that significant progress
will be made on the Judicial Center, and that the Administration Building will be
completed. Ms. Beckner said the General Fund is where we account for operations
primarily funded with tax dollars. The General Fund (GF) 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, administration and
planning offices, veterans' affairs, the public defender, property management,
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geographical information systems (GIS), and archives. It also provides financial support
to outside agencies, as well as human services 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. Ms. Beckner continued that
General Fund revenues total $49,780,100 compared to the revised 2019 budget of
$47,914,600. The difference shows growth of $1.9 million or 3.9%. She continued that
property taxes for general operations in the 2020 proposed budget remain the same as
2019 at 25.0 mills. The 2020 budget anticipates tax revenues of $37.2 million, reflecting
growth of 1.8%, which equates to $674,700. The overall value of a mill of taxes has
gained .64% during 2019, generating an additional $239,300 for operating costs. For
2020, one mill contributes $1,501,586. For 2019, a mill was valued at $1,492,011. She
continued that while the value of a mill grew by 0.64%, the additional tax revenues
directly relate to a positive historical trend in current year collections. Ms. Beckner said
the budgeted interest earnings of $366,400 reflect growth as more of our cash reserves
are invested in time deposits earning a higher rate of return. Intergovernmental
Revenues from Federal and State agencies account for a total of $2,753,800 (5.5% of
budgeted revenue, compared with 5.3% for 2019). Ms. Beckner continued that we
anticipate additional federal revenue through Metropolitan Planning Organization (MPO)
program activities planned for 2020. The growth in state revenue relates to three
criminal justice related grants through Pennsylvania Commission on Crime and
Delinquency (PCCD), one for Treatment Court, one for Intermediate Punishment, and
the other a pass -through to the Children's Advocacy Center. Overall the total increase in
federal and state revenue amounts to $222,000 (8.8%). Charges for Services are
almost $8.2 million (16.6% of GF budget for 2020 and 16.2% for 2019 revised). The
overall net rise in fee revenue is $445,300 (5.7%). While there is a note -worthy increase
in fee revenue for Adult Probation ($177,900), the most significant reason for the
increase relates to a change in accounting rules that resulted in $313,000 of growth in
this budget line. Note that those funds are restricted in use though, and not available for
general county operations. Ms. Beckner continued that contributions and Other
Revenues indicate a proposed 2020 budget of almost $1.2 million, compared with
$836,900 in the 2019 revised budget. This represents 2.4% of GF revenue for 2020,
compared with 1.7% for 2019. This budget line includes rents for various county
buildings and land, jail commissary sales, municipal contributions for the drug task force,
school district contributions for providing juvenile probation officers in the schools and
other miscellaneous revenues. The growth here relates mainly to grants that have been
applied for and not yet awarded, primarily one for the jail through the Bloomberg
Foundation. If awarded, the grant would be budget neutral, with expenses matching
revenues.
Ms. Beckner continued that with expenses for the total General Fund (GF)
budget is $53,313,300. The revised operating budget for 2019 is $51,369,500,
indicating overall growth of 3.8%, amounting to $1.9 million. Wages and benefits total
$30.1 million, which makes up 56.4% of the General Fund budget, compared with $28.4
million (55.3%) for the 2019 revised budget. Total benefit costs increased 17.6%. She
continued that the largest increase is in the County's required contribution to the pension
plan, of which the General Fund share grew almost $512,000 for 2020. Ms. Beckner
said the total Operating Costs of $16.6 million reflect 4.2% in growth from the 2019
revised budget. Overall, operating costs account for 31.2% of total expenses for 2020,
compared with 31 % for the 2019 revised budget. Included in this classification are
supplies and materials, vehicle costs, minor equipment, maintenance and repairs,
contractor payments, printing and postage, professional fees and outside services,
training and travel, and utilities. The primary operational areas of cost increases are the
Jail ($1,026,700, 7.1 %), Court Administration ($299,900, 10.4%), and Adult Probation
($371,400, 9.7%). She continued that the Jail is the largest General Fund operation,
and for 2020, Jail operations, excluding capital are budgeted to cost the GF $15.6
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million. Ms. Beckner continued that transfers to support other county operations is at
$5,479,900 are slightly less than the 2019 revised budget. Although the total amount is
relatively consistent, the distribution reflects some large shifts. Transfers make up
10.3% of total General Fund budget, compared with 10.7% for 2019. Emergency
Services, including the 911 Center and HazMat amount to $1,035,800 (1.9% of GF).
For Human Service Programs, the total is $3,533,300 (6.6% of GF), compared with
$3,386,500 (6.6% for 2019), an increase of $146,800. The majority of the large
decrease in Emergency Services ($251,700) and Early Intervention ($250,800) is
reallocated to Children & Youth Services ($381,300). The increase in support to
Children & Youth is a result of overall growth in the demand for services, as well as a
shift in the nature of the services and the corresponding funding. Support to Domestic
Relations totals $686,900 (1.3% of GF budget). Ms. Beckner said the County will
contribute $58,900 to CDBG Administration resulting from a decrease in the overall size
of the program and corresponding revenue to pay for administration services. The
Board remains committed to the program and continues to subsidize the administration
of it for 2020. For administration of the Liquid Fuels program, more stringent rules
around what is allowable to be purchased with LF funds, creates a need for $15,000 in
General Fund support. Commissioners continue their commitment to Agriculture
Preservation efforts by designating $150,000 of General Funds for purchase of
agriculture easements.
Ms. Beckner explained that contingency is consistent with the county's practice in
prior years, funds have been set aside in a contingency account for some expenditures
(as well as for revenues related to grants that have been applied for but not yet
awarded). Proposed expansions for personnel, capital and new projects are able to get
additional review prior to taking action and incurring expense. General Fund
contingency for 2020 amounts to 1.9% of the expenditure budget and includes funds set
aside for computer and equipment replacements, furniture and minor equipment, new
projects, and potential personnel expansion where needed. She continued that some of
the expenses included in contingency relate to grants that have been applied for and not
awarded as of compiling the budget figures. So there is also $366,000 of contingent
revenue included in the General Fund. The net amount for all General Fund
Contingency for 2020 totals $655,500. Ms. Beckner said the net effect of General Fund
operations shows that without adding additional revenue, expenses exceed revenues by
just over $3.5 million, consistent with the revised 2019 budget. Weeks ago we projected
that the General Fund would perform better than the 2019 budget and we are still on
track. The Commissioners tasked staff with proposing a 2020 budget that used that
savings and a minimal amount of additional reserves. In accordance with the guidance
from the Board, the 2020 proposed budget provides funding for the Board's priorities and
maintains reserves at recommended levels. Ms. Beckner explained that with this
budget, our General Fund reserves at the end of 2020 are expected to be $9.3 million.
That equates to 64 days of General Fund expenses, which meets the direction of the
board, as well as the recommendation of our auditors and Government Finance Officers
Association (GFOA) best practices. The ability to maintain reserves at that level has
helped the county be able to carry our General Fund into each 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.
Ms. Beckner explained the tax dollar breakdown from the Budget -in -Brief report.
This shows how the 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. She said they grouped related activities to make it easier for readers to
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understand the various services the county provides. You can also see how they've
incorporated "SERVICE" into each area where possible, to relate to the County's values.
For 2020, categories of spending in the General Fund are grouped as: Crime, Courts
and Corrections (3 C's which is the largest share of GF expense). For every tax dollar
collected, 790 goes to support the 3 Cs. For 2019, it was 770. This group is comprised
of Court Administration, MDJ offices, court -related elected officials, jail operations, Drug
Task Force, District Attorney and Public Defender offices, Adult and Juvenile Probation,
and includes General Fund transfers to court -related operations outside the General
Fund; Community and Taxpayer Services which is the next largest requiring 7¢ of a
General Fund dollar in 2020 compared with 8¢ for 2019; This group is comprised of Tax
Services (assessment and claims), GIS, Planning, Archives, Voter Registration and
Elections, support to cultural and recreational programs and community and economic
development organizations; Financial and Administrative Services where it costs 6¢ of
each tax dollar for 2020 and 2019 and is comprised of Controller and Treasurer's offices,
Commissioners' office, insurance costs, and administrative services charged back to the
general fund; Emergency Services uses 4¢ of each tax dollar in 2020 and 5¢ in 2019
and are services provided by emergency management agency and GF support to 911
center and hazmat; Human Services which is GF contributions to human service
programs that provide support to individuals in the community, including Aging, Drug and
Alcohol, Mental Health and Intellectual and Developmental Disabilities, Early
Intervention, Veterans' Affairs, and various other small programs. This group is primarily
funded with federal and state funds, 3¢ of each GF tax dollar support human services;
and other which is primarily property management services to some of the GF county
buildings. The remaining 1¢ of GF tax dollars goes here.
Ms. Beckner provided the following ending result of the 2020 Budget: The
budget has no tax increase, maintaining the current millage rates of 25.0 for general
operations and 4.1 for debt service, for a total of 29.1 mills; the proposed 2020 budget
includes spending bond proceeds as we continue progress on the Court Facility
Improvement project; General Fund revenues are 3.9% higher than the 2019 revised
budget; while many departments' directors held the line on expense budgets, we have
also provided for operations which require additional funding; the budget allows for a pay
increase to employees; It provides for personnel and capital expansion as necessary;
provides funds for facility and equipment needs and new projects; and maintains a
General Fund reserve balance that meets recommended levels and provides cash flow
for challenging times. Ms. Beckner opened the floor for comments from Carrie Gray,
County Administrator and the Board. Ms. Gray thanked the Commissioners for providing
the direction needed and she gave a special thanks to Teresa, Erin Witmer and all Fiscal
staff for their efforts and engagement in the budget process. Staff's recommendation is
addressing the Board's priorities of prevention and keeping the public safe and secure,
jail population, streamlining county government and providing a central records
management that will happen here in this building where records will be easily
accessible. We are also working on attracting and retaining a skilled workforce and how
Human Resources is going to streamline the process for applicants in making it more
efficient. She continued that the Board will hopefully adopt the budget on December 17tn
which is the required 20 days on the counter. Commissioner Thomas said even though
it will not be his problem after this year he is concerned about the amount to keep in
reserves because we are getting lower and lower each year. Chairman Keller said the
County's approach is to make use of savings and any other reserves we already have in
the bank to keep us above the 60 day threshold when possible. Chairman Keller said if
we turn over funding for behavioral health to physical health managed care
organizations that is a bad idea. Who would be more focused on making sure that job is
done right. Commissioner Thomas responded that Tuscarora Managed Care Alliance
knows what our needs are. If they pull this away to another area, we will not see a
positive result. Chairman Keller commends staff for tackling this task and we are within
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guidance the Board gave Ms. Beckner with 60-90 days cash reserve and using savings
and then utilizing cash reserves and capital expenditures using contingency. He was
thinking about in addition that there are a lot of good cultural and arts initiatives in the
County, it would be nice to have some dollars allocated in the budget for that. In
addition, as a result of what Commissioner Thomas has been involved in with early
childhood development, we are getting a lot of traction in the community with First
Partnership and other initiatives. He said he would like to try to find room in the budget
in the event there is a need where the county can magnify these efforts he mentioned.
They could even help United Way with scholarship dollars for kids to attend Pre-K or
daycare. He suggested setting aside $100,000 in contingency under community
development for these purposes. Commissioner Thomas commented that we should
take funds from the Jail budget. Ms. Beckner responded that she recommends to not
add to the budget but evaluate those types of requests as they come in and use funds
from contingency. Funds are there for emergencies and items like what was just
mentioned. Chairman Keller commented that the more success we have with children
from prenatal to age three, the less likely they will end up in jail or needing county
services. He also noted that arts and culture initiatives complement downtown
revitalization efforts which are vital for bringing good people to move to the County for
critical job openings like doctors, nurses, teachers, as well as badly needed workers in
manufacturing, agriculture, and other sectors. He would like to keep this top of mind.
Ms. Beckner mentioned the county may be able to use some of the hotel tax dollars for
this purpose.
On a motion by Robert L. Thomas; seconded by David S. Keller; unanimously
approved the proposed budget to be placed on the counter. Chairman Keller announced
that the final approval for the budget is scheduled for December 17, 2019 at 9:30 AM.
On a motion by Robert L. Thomas, seconded by David S. Keller; unanimously
approved all bills presented and ordered paid.
Chairman Keller presented Commissioner Thomas with a certificate from the
County Commissioners of Pennsylvania (CCAP) recognizing him for his years of service
at CCAP.
The meeting was adjourned at 3:13 p.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