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HomeMy WebLinkAbout2021-08-25 Commissioner Minutes WEDNESDAY, AUGUST 25, 2021 The Franklin County Commissioners met Wednesday, August 25, 2021, with the following members present: David S. Keller, John T. Flannery 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. The meeting was live streamed. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved to adopt the agenda. There was no public comment. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved all bills presented and ordered paid. The minutes of the August 18, 2021 meeting were reviewed. These will be decided upon in the afternoon approval session. The Board reviewed Agreements, Contracts and Reports. Chairman Keller contract with Malvern Treatment Centers. Dr. Kim Eaton, Director of Reentry and Clinical - through grant for the Stepping Up Program that she found additional funding for through Vital Strategies Grant. They will be adding a few staff and additional services to the program. She continued that Vital Strategies receives funding through the Bloomberg Foundation and they currently provide funding for the Jail To Community Treatment program. The focus is on harm reduction strategies for people with addiction issues. This was a team effort that included the District Attorney and other parties. Ms. Gray provided more information that the program is designed to reduce recidivism in the criminal justice system and divert people from coming into the jail when substance abuse services are appropriate. Glenda Helman, Director of Grants Management, explained Malvern Treatment Centers is a treatment provider that the drug court would like to add to the program. They are using trauma treatment for individuals which is extremely useful for females in drug court. This will assure the females are receiving the best trauma treatment available. Chairman Keller wanted to mention the resolution for selling fencing that was used around the construction project. He remembers the discussion whether to lease or buy the fencing and then reselling it. He asked how much we paid for the fencing and how much we expect to collect. The costs will be investigated and provided to him. John Boozer, Project Manager, explained action item #7, change order #013-Plbg from Stouffer Mechanical Contractors is to replace the sprinkler system for the historic courthouse project and that when they got into the remodeling they realized the current system will not work for the renovated space. The price was reduced from $120,000 down to $49,128.68 so this is the best cost effective option. The items will be decided upon in the afternoon approval session. Janelle Friese, Accounting Manager from the Fiscal Department provided a fiscal report to the Board which made a part of these minutes. She explained that today she will be reviewing the 2021 budget performance through June and the General Fund individually since its operations relate primarily to reviewed the General Fund Revenue information Commissioner Ziobrowski asked if the Register & Record Continued on page 2 District Judges, Clerk of Courts and Sheriff revenue was down due to COVID. Ms. Friese responded that she believes the Register & Recorders revenue is up due to the housing boom and there may be a month lag in some of the departments but it may also be due to the COVID Pandemic. After Ms. Friese presented the All Services page of the presentation, Chairman Keller informed her that she did a great job filling in for Teresa Beckner. He asked if she had a ballpark of what the budget would be if they backed out the capital projects funds. Ms. Friese responded that the Capital Improvement Project is at $22M in 2021 so if that is backed that out of the $157M Budget for 2021 the budget would be $135M. The Board recessed and will reconvene at 2:00 p.m. for final approval of the items that were reviewed. The Board reconvened at 2:00 p.m. There was no public comment. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the minutes of the August 28, 2021 meeting. The Board reviewed Children & Youth matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the 4th Qtr. Report of Revenue and Expenditures (Act 148) to Bureau of Budget and Program Support, Office of Children, Youth & Families for total expenditures for the Period of April 1 - June 30, 2021 - $2,987,174 and General Fund - $603,400. The Board reviewed additional Children & Youth matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the Franklin County Children and Youth Child Welfare and Juvenile Justice 2021-2022 Implementation Plan and 2022-2023 Needs Based Plan Base to the PA Department of Human Services. The Plan covers the time period of July 1st through June 30th of each year. Please sign the County Assurance of Financial Commitment and Participation. The Board reviewed Commissioners Office matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved Resolution #2021-03 authorizing the sale of multiple sections of construction chain-link fencing and aluminum cable track. The Board reviewed additional Commissioners Office matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute Change Order #GC-096 from Lobar, Inc. to construct a horizontal bulkhead and a vertical chase in Historic Courthouse Lobby 101, for electrical distribution at the Judicial Center project for an additional cost of $4,766.56. The Board reviewed additional Commissioners Office matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute Change Order #GC-097 from Lobar, Inc. to demolish the raised platform in the Historic Courthouse hearing room 203 at the Judicial Center project for an additional cost of $783.51. The Board reviewed additional Commissioners Office matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute Change Order #GC-098 from Lobar, Inc. to provide modifications to Historic Courthouse public stair PS-1 at the Judicial Center project for an additional cost of $4,611.57. Continued on page 3 The Board reviewed additional Commissioners Office matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute Change Order #013-Plbg from Stouffer Mechanical Contractors to provide modifications to the fire protection system in the Historic Courthouse attic at the Judicial Center project for an additional cost of $49,128.68. The Board reviewed Day Reporting Center matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the Subgrant services for the Vital Strategies Overdose Prevention grant at an amount of $100,000.00 for the period of July 1, 2021 through June 30, 2022. Services include crisis response to overdoses and follow up case management to help individuals with treatment needs, referrals for other services, and transportation to meetings such as the Moving Forward Peer Support Group. The original contract with Vital Strategies is included as an attachment to serve as Attachment A. The Board reviewed Grants/CJAB matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the contract between the County of Franklin and Malvern Treatment Centers to provide substance use treatment services, upon request of the County as part of the County's Good Wolf Treatment Court at an amount of $10,000.00 for the period of May 1, 2021 through September 30, 2021. Services include: Withdrawal Management and Clinically Managed High Intensity Residential services. Malvern Treatment Centers shall be in compliance with DDAP licensing regulations for the level of care that County requests and Malvern Treatment Centers agreed to provide. The Board reviewed Human Services Administration matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the second contract amendment to the contract between the County of Franklin and New Hope Shelter to increase the encumbrance for Emergency Shelter Support Program in the amount of $10,136.00 for the time period of April 1, 2021 through June 30, 2021. All other terms and conditions of the original contract will remain in full force and effect. The Board reviewed additional Human Services Administration matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the fourth contract amendment to the contract between the County of Franklin and South Central Community Action Program (SCCAP) to increase the encumbrance for Home Start Program in the amount of $14,233.00 for the time period of July 1, 2020 through June 30, 2021. All other terms and conditions of the original contract will remain in full force and effect. The Board reviewed Jail matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute the agreement between the County of Franklin and Dennis E. Black Engineering, Inc. for the planning and engineering required to develop the 60x80 storage building for the Jail at a cost of $2,900.00. This agreement covers the site plan, scope of work, field survey and stormwater and erosion control plan. Building this storage unit will allow the County the ability to store additional items, as well as, have a permanent location for Maintenance repairs. Continued on page 4 The Board reviewed additional Jail matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the proposal from Varangian Services, LTD to provide a week long hands on tactical training for the Franklin County Jail CERT Team at a cost of $12,925.00. This program will provide education and train the staff: small unit tactics - close quarters, defense tactics, combat firearms, field training, lectures, hand-to-hand combat, weapon disarming and retention, multiple attackers, ground fighting etc. It is a vital part of CERT training. This training and education may assist in saving staff and inmate lives and reduce legal costs. The Board reviewed Planning matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute the amendment to the agreement signed on April 7, 2021 between the County of Franklin and Michael Baker International for a time extension of the Coordinated Public Transit Human Services Transportation Plan. The time extension is at no cost and will have a new date of completion on or before December 31, 2021. All other terms and conditions of the original agreement will remain in full force and effect The Board reviewed additional Planning matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the first amendment to the agreement between the County of Franklin and Waynesboro Community and Human Services (WCHS) for the Community Development Block Grant - Cares Act (CDBG-CV) project. A few items needed to be changed in the agreement to reflect the current scope of the project. Specifically, the project is no longer utilizing Housing Trust Fund dollars, which have now been allocated to WCHS Emergency Rental Assistance Program (ERAP), and language in the agreement needs to be changed to include mortgage assistance in addition to rental / utility. All items being amended are detailed at the bottom of the first page of the amendment. All other terms and conditions of the original agreement will remain in full force and effect. The Board reviewed additional Planning matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the first amendment to the agreement between the County of Franklin and South Central Community Action Programs (SCCAP) for the Community Development Block Grant - Cares Act (CDBG- CV) project. A few items needed to be changed in the agreement to reflect the current scope of the project. Specifically, the project is no longer utilizing Housing Trust Fund dollars, which have now been allocated to SCCAP Emergency Rental Assistance Program (ERAP), and language in the agreement needs to be changed to include mortgage assistance in addition to rental / utility. All items being amended are detailed at the bottom of the first page of the amendment. All other terms and conditions of the original agreement will remain in full force and effect. The Board reviewed Risk Management matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved for the Chairman of the Board to execute the quote from NAC Divisions to install CCTV, Access Control & Duress systems for the Coroner's office at a cost of $18,312.88. This will involve a reuse of equipment removed from other County buildings. County will need to supply five outdoor cameras. This includes card readers for the main entrance, IT room, and evidence room. This is a revised quote, which removes the interior camera system from the original quote and adds three card readers. The Board reviewed Tax Services matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the quote from Evaluator Services and Technology, Inc. to generate commercial/industrial sketch card Continued on page 5 In accordance with PA Act notifications, martin and martin, Inc. notified the County of a Pennsylvania Department of Environmental Protection PAG-02-NPDES Pastry Shoppe, Inc. located in Guilford Township. Chairman Keller welcomed anyone watching on line for the general discussion of the proposed changes to property tax bills. He asked Carrie Gray to address a couple of the items the Board said they would follow up on that were raised in the prior meeting. Ms. Gray responded that we engaged the County Solicitor to provide an opinion on who could make changes to the tax bills; Attorney Orndorf who said the Tax Assessment Office is the one who is responsible for preparing and maintaining the assessment rolls and they can generate the county tax bills but they are not responsible for generating the school or municipal tax bills. We have been consolidating County and Municipal tax bills for many years. He also said he is unaware of any statutory authority requiring consolidation of these bills and assumes that at one point it was decided that doing it this way was an efficient use of government resources. Attorney Orndorf agrees with the Tax Offices Attorney Benchoff in that the change in format of the bill is an office procedure and they do not need approval from the municipalities. Chairman Keller thanked the municipalities for the work they do, its important work and they work on the front lines and he is grateful for the work they do. He said the Board did want to apologize for how this was initially rolled out and he thanked those who shared their concerns or support either in person, by phone call or email. They had a good conversation two weeks ago and it was worthwhile. Based on all the information shared with them and the follow-up information they received, he is in a posture to make a decision today. He thinks that we should move forward as proposed. Valid concerns were raised and there are solutions that have been brought forth by the Tax Office that are reasonable. There will be monetary savings for the county and the municipalities but he is recognizing that there may be additional postage incurred because taxpayers who own multiple properties will be mailed one tax bill for each property. But, just as important is streamlining of the process to have the bills go out from the printer who will be handling the bills and not moving boxes around will be a big positive. He feels the concerns that have been raised have been addressed and he feels comfortable moving forward. He looks at it as a pilot project and requests the municipalities participate and see how it goes. He said the feedback we received from other counties has been positive and it worked well for them. He suggested that after tax billing is over they can reconvene and see if it worked or if there are any concerns or issues or should we go back to the old way of doing the bills. We can talk about a formalized agreement at that time after we debrief and see how things went. Commissioner Ziobrowski said there is a third option, we are responsible for sending out county tax bills and municipalities are respect their autonomy. They are looking a gift horse in the mouth because we do the majority of the work for them. The reality is we are not responsible for sending out their tax bills. He asked if that was correct. Ms. Gray responded that is correct, municipal participation is voluntary. Chairman Keller said his feeling is we endorse the plan and ask or encourage all tax collectors and municipalities to participate. We can look at it as an improvement in the process and we should try this together and review it. It appears if a municipality says the print and distribute their bills themselves. Commissioner Flannery said there might be some savings lost by not consolidating bills but by code the property owners are to have a separate bill for each property but there are some municipalities that may not have been abiding by the code. He has a request that municipalities be advised of the costs prior to the Board approving a bid. Chairman Keller said the plan would be to solicit the bids and make sure they are available to the public and other stakeholders with a cost Continued on page 6 breakdown and whether there is a cost savings or not. Commissioner Ziobrowski asked if we should hold off on the process or give them a cost analysis so they can make a decision. Commissioner Flannery said the Board normally waits a week to award a bid so we can provide the information to them in a timely manner. He is not saying that we Keller said we need to endorse the plan and see who will not participate before we submit a bid. Ms. Gray said to elaborate we would have to rebid if a municipality would opt out after the County receives the bids. There is not as much leeway with a bid as in the RFP process. Commissioner Ziobrowski said there are optional items and in case there is a municipality that does not want to participate can we do alternates. Anita Keller, Tax Assessment Director responded that the per capita would be a separate bill which could be the alternate for just those municipalities that charge a per capita. Chairman Keller stated that the Board should have a motion to approve the plan. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the plan as presented. Chairman Keller suggests we follow up with a letter to all parties. The meeting was adjourned at 2:25 p.m. with a motion by Robert G. Ziobrowski; seconded by John T. Flannery. Carrie E. Gray County Administrator/Chief Clerk FRANKLIN COUNTY COMMISSIONERS ____________________________________ David S. Keller, Chairman ____________________________________ John T. Flannery ___________________________________ Robert G. Ziobrowski