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HomeMy WebLinkAbout2012-01-12 Commissioner Minutes THURSDAY, JANUARY 12, 2012 The Franklin County Commissioners met Thursday, January 12, 2012, 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, and the Pledge of Allegiance proceeded with the business of the day. Chairman Keller asked to include an amendment to the agenda to Mr. Hart’s response to a question asked on Tuesday. Mr. Hart also said he has a board action agenda item to add to the list today. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved to adopt an amended agenda to include County Administrator time. Chairman Keller said the Board was asked on Tuesday about the tuition reimbursement benefits so he asked John Hart to respond to those questions. John Hart said the Board was asked how many people participated in 2011 in the County’s Tuition Reimbursement Program and what the costs of the participation was. He said six employees participated and the amount expended was $8,000 for the year 2011. He said the State also has a tuition program for Children & Youth and Juvenile Probation but the program is run by the State and participants deal directly with them and the State sends the reimbursement to the college they attend so the County is not informed of the costs. Mr. Hart said there were five individuals who participated in that program. Allen Piper provided public comment and thanked John Hart for his response. He said he knows the County is involved in Farm Land Preservation and he got two phone calls asking if he knew the new plan for the Farm Land Conservation Program, which Mr. Elliott is involved in and asked what difference is between these two programs. Chairman Keller responded that the extent of his knowledge is what was reported in the Public Opinion and Franklin County Ag Land Preservation is ag land centered and he believes Mr. Elliott is involved in is agrarian land preservation trust, specifically involved in land along streams and waterways to restore preserving land for habitat. He doesn’t know if will be a partnership of the two but that is the extent of his knowledge. Commissioner Thomas said he knows what he saw in paper but knows that when Warren left, he had plans to do something. He said if there can be other means to get it done and if it is agrarian means then he will endorse it. But he didn’t ask us and it’s not our money. Mr. Piper said he needs more information since he is concerned because he has streams running on his properties so he would like to contact Mr. Elliott to see what is involved. Chairman Keller said this is not a county program so he should contact Mr. Elliott and sounds like it’s a volunteer program and will not be forced on anyone. Commissioner Ziobrowski said that Mr. Elliott spoke to COG a year ago about his plans to do this. He talked about Lancaster County preserving thousands of acres and it was not through a County program. He expects there may be some coordination with the Planning Department and he is eager to help with that and at some point will intercept with them but no public funds are being used for these efforts. 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 January 3 2012 and January 5, 2012 meetings. John Hart asked to include a new contract with board actions today with Keystone Ford for parking at the jail annex for their vehicles at $20.00 per month per vehicle for up to 70 vehicles. He said a county representative will meet with Keystone Ford to designate parking. This agreement was reviewed by the Solicitor and there are clauses included that the County has no liability or risk. He is recommending the Board move forward with this contract. Continued on page 2 On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Agreement between the County of Franklin and Keystone Ford for the County to provide parking spaces at 625 Franklin Farm Lane for vehicles at $20.00 per month per vehicle for up to 70 vehicles for the period of January 12, 2012 through May 31, 2012. The Board reviewed Commissioners’ Office matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Notice of Award and Agreement between the County of Franklin and McCarty & Son, Inc. for Renovations to the Franklin County Judicial Center, Electrical Construction Bid for a bid amount of $141,712.00. This bid was awarded by the Board on December 29, 2011. The Board reviewed additional Commissioners’ Office matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Notice of Award and Agreement between the County of Franklin and MidState for Renovations to the Franklin County Judicial Center, HVAC Construction Bid for a bid amount of $179,893.00. This bid was awarded by the Board on December 29, 2011. The Board reviewed additional Commissioners’ Office matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Notice of Award and Agreement between the County of Franklin and W. Harley Miller Contractors, Inc. for Renovations to the Franklin County Judicial Center, General Construction Bid for a bid amount of $1,325,000.00. This bid was awarded by the Board on December 29, 2011. The Board reviewed additional Commissioners’ Office matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Notice of Award and Agreement between the County of Franklin and ThyssenKrupp Elevator for Renovations to the Franklin County Judicial Center, Elevator Construction Bid for a bid amount of $48,000.00. This bid was awarded by the Board on December 29, 2011. The Board reviewed additional Commissioners’ Office matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Notice of Award and Agreement between the County of Franklin and Edwin L. Heim Co. for Renovations to the Franklin County Judicial Center, Plumbing Construction Bid for a bid amount of $86,435.00. This bid was awarded by the Board on December 29, 2011. The Board reviewed Controller matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Contract between the County of Franklin and William F. Kaminski to provide contracted attorney services at a cost of $11,633.00 per year for the period of January 1, 2012 through December 31, 2012. The Board reviewed Courts matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Addendum to the Contract (dated March 26, 2009) between the County of Franklin and James K. Reed, P.A. to provide conflict attorney services for the Courts. This addendum is to extend the current contract from January 1, 2012 through February 29, 2012. All other terms and conditions of the original contract will remain in full force and effect. The Board reviewed additional Courts matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Addendum to the Contract (dated March 26, 2009) between the County of Franklin and Kulla, Barkdoll and Associates to provide conflict attorney services for the Courts. This addendum is to extend the current contract from January 1, 2012 through February 29, 2012. All other terms and conditions of the original contract will remain in full force and effect. Continued on page 3 The Board reviewed Master of Divorce matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Addendum to the contract (dated March 6, 2007) between the County of Franklin and Angela S. Black to provide independent contractor services for office management/secretarial services of the Master of Divorce to increase hourly rate from $15.00 to $18.00 per hour. All other terms and conditions of the original contract will remain in full force and effect. The Board reviewed Nursing Home matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the contract between the County of Franklin and The Franklin Shopper for a one-time publication of the “Medical and Health Directory,” published in January 2012 at a cost of $124.00; the second service is for bi-monthly publications of “Golden Years Gazette” at a cost of $277.10 for the six-publication advertisement. The Board reviewed Sheriff Office matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the contract between the County of Franklin and Redding Law Office, LLP to provide contracted attorney services at a cost of $13,621.00 per year for the period of January 1, 2012 through December 31, 2012. The Board reviewed Visitors Bureau matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the contract between the County of Franklin and Getaways on Display, the state-selected vendor, for distribution of Franklin County Visitors Guide to AAA members in Pennsylvania and New Jersey as well as to the mid-Atlantic consumer market, providing 12 months of distribution at a cost of $5,953.00 for the period of January 1, 2012 through December 31, 2012. Room Tax revenues covers the cost of this contract. The Board reviewed additional Visitors Bureau matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Contract between the County of Franklin and Pennsylvania on Display, the state-selected vendor, for distribution of Franklin County Visitors Guide at interstate rest areas and turnpike plazas, providing 12 months of distribution at a cost of $7,200.00 for the period of January 1, 2012 through December 31, 2012. Room Tax revenues covers the cost of this contract. The Board reviewed additional Visitors Bureau matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Contract between the County of Franklin and WJAL Family TV to provide website promotion and events promotion in key geographic markets at a cost of $3,000.00 for the period of January 1, 2012 through June 30, 2012. Room Tax revenues covers the cost of this contract. The Board reviewed additional Visitors Bureau matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Contract between the County of Franklin and WJEJ – Hagerstown Broadcasting for the Visitors Bureau to sponsor morning news and sports on WJEJ a minimum of three days each week for a 26 week period a cost of $1,560.00 for the period of January 1, 2012 through June 30, 2012. Room Tax revenues covers the cost of this contract. In accordance with PA Acts 67, 68 and 127 notifications, McMahon Transportation Engineers and Planners notified the County of a Pennsylvania Department of Environmental Protection NDPES Permit application being applied by Patrick H. Coggins, Antrim Commons Business Park, LP, for Stormwater Discharges associated with construction activities, beginning south of I-81 Exit 3 interchange with US Route 11, extending north on Route 11 to just south of Commerce Drive. Continued on page 4 In accordance with PA Acts 67, 68 and 127 notifications, TeamAg Inc. notified the County of a NDPES Permit application being applied by Junbro Farm LLC, Willow Hill, PA for a Concentrated Animal Feeding Operation permit including the existing swine finishing barn, turnkey barns, proposed swine finishing barn, and other structures associated with operation, as well as the existing underhouse deep pit manure storage and proposed deep pit manure storage to be located under the new finishing barn. In accordance with PA Acts 67, 68 and 127 notifications, TeamAg Inc. notified the County of a General NDPES Permit application being applied by Junbro Farm LLC, Willow Hill, PA for stormwater discharges associated with construction activities pertaining to earth disturbance for the construction of a new finishing barn. In accordance with PA Acts 67, 68 and 127 notifications, William A. Brindle Associates, Inc. notified the County of a Quincy Township Tarman Springs drinking well with all necessary appurtenances for the well. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved Resolution #2012-01 to appoint Commissioner Robert G. Ziobrowski as the Franklin County Representative to the SouthCentral LEO. The Board reviewed appointments to the Planning Commission Board. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski ; unanimously approved to appoint Dr. George Pomeroy for a four (4) year term to expire on December 31, 2015 and Mike Kessinger for an unexpired term through December 31, 2013. This is a correction to action taken on January, 3, 2012. Brenda Covert, Purchasing Director conducted a presentation on a procurement card program. She explained the procurement card is a company card that can be used as a purchase or procurement card to control spending and this is similar to credit cards and can be used for any vendor that accepts MasterCard. She said this card does not carry revolving lines of credit since there is an anticipated user amount. There is no capital investment, no fees, or minimum spending limit. The benefits are: reduction in paperwork due to consolidate monthly payments and reduction of checks, postage and filing; there is a reduction in interest costs; there are less cards to manage; can negotiate discounts with vendors; and there is a volume rebate on all purchases where the county will receive a percentage rebate based on volume purchases. Ms. Covert said there are security and financial controls and only name holder is authorized to use cards and is billed to county under county's tax ID number. She said there is protection free of charge for lost or stolen cards through MasterCard and $100,000 for employee misuse coverage. She said there are 192 current participants in this PLGIT program in Pennsylvania. The Board would need to adopt a policy on P-Card usage, adopt resolution to utilize P-Cards, and support program. We will send them a list of vendors and they will tell us who accepts MasterCard from that list. John Hart explained that will start out with routine bills that have a fixed amount per month and run through those types of vouchers till everyone gets comfortable with it. He said Purchasing will be the only one with the card and will work through process to limit any expense not valid with the exception of Children & Youth who will have flexibility because they purchase items for children’s needs on an emergency basis. Mr. Hart said paying utilities will be huge advantage on workload. Commissioner Thomas asked Ms. Covert to check with Chambersburg Borough who takes credit cards but uses an upcharge so may not be a benefit to use it there. Chairman Keller said management will take a look at everyone paying and if fee involved weighs against savings or if still a benefit doing it electronically than will look for recommendation. John Hart said the procurement process will completed the same through a purchase order and departments will not see anything different. Continued on page 5 Allen Piper commented that he remembers the Chambersburg School District had a massive problem with credit cards used by administration. He pulled a right to know and was unbelievable how it got out of control and was used on trips to Florida and gas for personal vehicle. He cautions the county on getting involved in credit cards and is being told running efficiently, sounds like a great program to save a lot of money but school district thought the same way. He objects to them acting on this immediately and he will be pulling information on credit card use. He said they need a lot of oversight and table this and review it. He will bring up at next week’s CRG meeting and better be done accurately and correctly. John Hart said the policy may be in draft form but not ready for consideration. Ken Jones said that Mr. Piper neglected to add that with the Chambersburg School District that none of the money was ever recovered on this fraud. Commissioner Thomas said the County has cards now that use for certain uses, when it’s not always convenient to issue a check. He said this issue is different, there is a clear and fluid process, and this county has positive audits about spending and a purchase order is a requirement when purchasing items. Allen Piper asked the Board again to table this and do further study and make sure that Mr. Hart has everything in order. Commissioner Thomas said this will be a benefit, less mail, fewer checks to process, can do electronically and get benefits in return but still need audit trails in place. Allen Piper asked who will be individual in charge of the oversight. Chairman Keller said the Board has oversight and will be in list of vouchers for approval and Brenda Covert will be approving all department level purchases. Ken Jones said if sounds too good to be true chances are it is. He said if there are rebates by credit card companies they don’t reach into their pockets and nothing is free. Allen Piper asked if the Board was aware of this program prior to this introduction today. Chairman Keller responded that has seen the information but have not discussed with Ms. Covert and all he has suggested is to have staff develop a policy and resolution and will not take any action today. Commissioner Ziobrowski said Mr. Piper claims the school district used fraud but his understanding was the audits said there was no improper use on these cards and he doesn’t like us being painted with a brush based on what school district may have done. He has total confidence in our staff that there will be no fraud. Chairman Keller said there is consensus of the board to have staff develop a policy and resolution for the Board’s review. The meeting was adjourned at 11:05 a.m. with a motion by Robert L. Thomas; seconded by Robert G. Ziobrowski. FRANKLIN COUNTY COMMISSIONERS