HomeMy WebLinkAbout2012-11-29 Commissioner Minutes
THURSDAY, NOVEMBER 29, 2012
The Franklin County Commissioners met Thursday, November 29, 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, a Moment
of Silence, and the Pledge of Allegiance proceeded with the business of the day.
Chairman Keller asked to include Chairman’s time to address a question from
Tuesday’s meeting. On a motion by Robert L. Thomas, seconded by Robert G.
Ziobrowski; unanimously approved to adopt the agenda.
Chairman Keller wanted to respond to Ms. Morgan’s question about what
newpapers advertise openings for the MH/ID Advisory Board. The advertisements are
either in the Public Opinion or Fulton County news and also reach out to the community
in various ways.
Ken Jones provided public comment and read a statement about the problem
with governments and spending. He said governments need to make due, reduce
spending and make sure they have a rainy day fund.
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 November 20, 2012 meeting.
The Board reviewed Children & Youth matters. On a motion by Robert L.
Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Subsidized
Adoption Assistance Agreements on behalf of the Franklin County Children and Youth
Department to provide a subsidy to adoptive parents to be used for adoptive children
with special needs for payment in the amount of: Contract #1 - $37.88 a day for the
period of November 17, 2012 through November 16, 2017, in addition a one-time
payment not to exceed $ -0- to cover non-recurring adoption expenses; Contract #2 -
$37.88 a day for the period of November 17, 2012 through June 18, 2013, in addition a
one-time payment not to exceed $-0- to cover non-recurring adoption expenses;
Contract #3 - $0.00 a day for the period of July 1, 2012 through December 25, 2014, in
addition a one-time payment not to exceed $-0- to cover non-recurring adoption
expenses; Contract #4 - $37.88 a day for the period of December 15, 2012 through July
15, 2014, in addition a one-time payment not to exceed $-0- to cover non-recurring
adoption expenses; Contract #5 - $37.88 a day for the period of December 8, 2012
through December 7, 2017, in addition a one-time payment not to exceed $-0- to cover
non-recurring adoption expenses; Contract #6 - $37.88 a day for the period of December
8, 2012 through December 7, 2017, in addition a one-time payment not to exceed $-0- to
cover non-recurring adoption expenses; Contract #7 - $37.88 a day for the period of
December 8, 2012 through December 7, 2017, in addition a one-time payment not to
exceed $-0- to cover non-recurring adoption expenses.
The Board reviewed Coroner matters. On a motion by Robert L. Thomas,
seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the
Board to execute the letter of agreement between the County of Franklin and Forensic
Pathology Associates to provide forensic autopsy services to include autopsy,
consultation, autopsy assistant, morgue supplies, administrative support, photography
and images all performed at the Lehigh Valley Health Network morgue at a cost of
$1,305.00 per incident for the period of January, 1, 2013 through December 31, 2013.
Continued on page 2
The Board reviewed Day Reporting Center matters. On a motion by Robert L.
Thomas, seconded by Robert G. Ziobrowski; unanimously approved letter of agreement
between the County of Franklin and Ed’s Carpet Cleaning & Floor Care to provide floor
maintenance which includes monthly cleaning and waxing of all tile floors, biannual
stripping and waxing of all tile floors as needed and carpet cleaning as needed. This
contract is for the amount of $2,560.00 for the period of January 1, 2013 through
December 31, 2013.
The Board reviewed Property Management matters. On a motion by Robert L.
Thomas, seconded by Robert G. Ziobrowski; unanimously approved the letter of
agreement between the County of Franklin and Control Systems to provide semi-annual
preventive maintenance service on the pneumatic control system at the Human Services
Building at a cost of $3,960.00 for the period of January 1, 2013 through December 31,
2013.
The Board reviewed additional Property Management matters. On a motion by
Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the
agreement between the County of Franklin and Guardian CSC to provide water
treatment program for the boiler and closed loop system located at the Falling Springs
Nursing and Rehabilitation Center at a cost of $3,352.00 for the period of January 1,
2013 through December 31, 2013.
The Board reviewed additional Property Management matters. On a motion by
Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the
agreement between the County of Franklin and Thyssenkrupp Elevator to provide
monthly inspection and preventive maintenance on elevators located at Courthouse,
Courthouse Annex, Administrative Annex, Falling Springs Nursing Home and Ag.
Heritage Building for a cost of $9,600.00 for the period of January 1, 2013 through
December 31, 2015.
The Board reviewed Property Management matters and conducted a bid opening
for Franklin County Lawn Maintenance Equipment. Steve Rock, Property Management
Director explained this bid is for lawn mowing equipment at the Jail and county
maintenance programs to replace the equipment that is worn and can no longer be
repaired. Shanks Lawn Equipment, LLC, Chambersburg submitted the following bid:
Option 1 is for an X-Mark Lazer Z Series Mower, 34 HP for a bid amount of $9,750.00;
Option #2 is for an X-Mark Lazer Z Series Mower, 38 HP for a bid amount of $12,275.00;
and Option #3 is for 2 rear drive tires and mower deck front rollers at a cost of $330.00.
John Hart recommended awarding today since there was only one bidder. On a motion
by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved to
award to Shank’s Lawn Equipment, LLC for a total bid amount of $22,355.00.
Teresa Beckner, Fiscal Director, met with the Board to present the 2012
preliminary budget. Ms. Beckner informed the Board this budget is an all request budget
and includes all requests submitted. She reviewed and explained an all services budget
which is a total budget request of $107,313,000. This budget also requests to replenish
the facility and equipment fund in the amount of $1,300,000 with $1M going into the
facility fund and $300,000 going into the equipment replacement fund. There were a
total of 20 full time positions and 1 part time position requested in this budget. Thirteen
of these requested positions are continuation of positions funded by grants. Ms.
Beckner explained the general fund 2012 projected and 2013 requested budgets which
include the actuary’s estimated pension ARC of $4.3M and each department’s original
requests for operations of their departments excluding personnel and capital expansion.
The next slide of the presentation showed the transfer/support to county operations.
Continued on page 3
The overall increase in needs is $1,243,700. The most significant areas of increase were
the Nursing Home ($400,000) and 911 ($600,000). Commissioner Ziobrowski noted that
"County Share" is the amount of local tax money required to support programs
mandated by the state government. He said that the county acts a subcontractor to the
state for essential human service programs, so when the state cuts funding, it is
essentially "squeezing" its subcontractors. He complained that state shifts costs to local
property taxpayers then takes credit for balancing their budget. Addressing the 911
funding, Ms. Beckner explained that the landline funds supporting 911 services go down
every year and so have wireless funds.
Ms. Beckner and her staff are working with directors to present a flat operations
budget utilizing 2012 operations projections. Keep personnel increase minimized unless
there is outside funding and focus on initiatives/priorities of technology, security, public
safety and facilities. Ms. Beckner also recommends budgeting the ARC $1M lower than
projected and possibly lower the facility fund to $500,000 instead of a full replenishment.
John Hart said the end results of Ms. Beckner’s recommendations is saving $2M
by decreasing the ARC allocation and reducing funding of the facility fund. This would
gain about $900,000 to the good for the general fund. He needs direction from the
Board on how they want the budget to look, utilize reserves, and use savings from this
past year. Staff will continue to look at line item by line item and we are very close to a
1% increase in operations expenditures and will continue to work with managers.
Everyone has been extremely cooperative. Will continue with cost savings measures
and will continue putting items in contingency including capital items unless there is a
dire need to replace an item right away. As far as initiatives, management recommends
concentrating on Information Services since retrieving information is critical and he
mentioned initiatives staff will be considering. Facilities need put on the recommendation
list. He will recommend the County do a mechanical, electrical, plumbing survey of most
county facilities. Also recommends moving forward with collocating like services and
reducing the number of county owned buildings. Staff will explore the possibility of
having some staff working from home to save space. The radio system is critical and
continuing maintenance of the current system will be a priority. Building security needs
to be a top priority. Records Management to include reviewing business processes and
staff utilization should also be a priority. This budget does have a COLA built into it right
now in the amount of 2%. Money is also set aside for salary adjustments due to the
County having a 17% turnover rate with the average turnover rate in PA for municipal
governments is 1.2%. Training and recruitment is important. Need to consider Planning
th
initiatives since we are continuing to grow as a 4 class county. The Planning
Department should be a resource center for local municipalities. Mr. Hart is looking for
feedback and direction from Board and if these are their initiatives. A limited number of
personnel expansion will be considered with the initiative to gain efficiencies, provide
better services to the public or where employees can be more efficient in their activities.
Commissioner Ziobrowski said he does not want a large tax increase. His goals
for the budget include: support of the initiatives Mr. Hart identified to the extent possible;
having a competitive pay structure so we avoid the "wheel spinning" of a 17% employee
turnover rate; maintaining a fund balance equal to 90 days expenditures to avoid the
type of liquidity crisis many counties faced a few years ago when the state delayed
passage of a budget; and holding the millage increase to a maximum of 1 mill.
Commissioner Ziobrowski pointed out that since 2010 the CPI has increased over 6%,
and a 1 mill increase is less than 4%. And because in Pennsylvania assessments do not
change with inflation, as costs go up, increases in the millage rate are the only method
to maintain the same core level of service. Commissioner Ziobrowski said he "can live
with" a 1 mill tax increase, 90 days fund balance, and maintain a competitive wage base.
Continued on page 4
John Hart said the final budget needs on counter a week from today. He is
recommending adding two Information Services positions, one Planner and Custodial
Worker for Maintenance Department. Consideration of other positions is the effects of
grants expiring. Staff will review the need for these positions. Mr. Hart said staff is still
going through the budget process but waiting for direction from the Board. Chairman
Keller said the direction Mr. Hart is recommending with personnel is consistent with his
thoughts. He is focused on improving facilities, security and information technology.
Currently working with the Planning Department on the comprehensive plan, solid waste
plan along with maintaining Community Development Block Grant, Housing Trust Fund
and Redevelopment Authority. Planning has been asked to do a lot with lean staff and
they will be asked to do a lot more moving forward. Chairman Keller supports a handful
of new positions if they are targeted toward IS, Planning, and facilities which is
consistent with the Board’s priorities. He also agrees with Commissioner Ziobrowski that
no one is served if not providing competitive wages and turnover is a concern since it
ends up costing the County more money. He would like the budget to reflect that some
action be taken to maintain competitive wages and salaries. He agrees that Information
Services needs to be a priority and reducing trend in operating costs can be contributed
to investments we have made in facilities and information technology, reducing paper,
and toner could be why seeing a net reduction in operational expenses. New windows
at the Nursing Home has translated into lower electric costs. If could meet halfway
between Ms. Beckner’s recommendation with facility fund due to the need to continue to
make investments in facilities and capital needs. Chairman Keller likes Mr. Hart’s
thoughts about telemarketing since there are opportunities for some employees working
from home or remote facilities. There is the opportunity to bring all requests budget
down significantly and he asked staff to highly scrutinize requests for filing cabinets,
copiers and faxes. May need to look at business processes and investigate alternatives
in some departments. Chairman Keller is concerned about revenue shortfalls in nursing
home and 911 since these are essential services that need provided. Need to maintain
operability and keep equipment updated and have adequately trained people in these
operations. Commissioner Ziobrowski’s comments were well taken when he suggested
1 mill and he doesn’t want the fund surplus getting below 90 day threshold either.
Chairman Keller suggests use $1.5M savings from this year. $4.5M in deficit spending
is not prudent and does not support all requests. He would like to see significant
decrease in personnel, emphasis in capital on Emergency Services and Planning. If
there needs to be a tax increase he would support .5 mill increase to keep moving
forward with initiatives that have in place. County hasn’t adjusted tax rate in two years.
Commissioner Thomas wanted to point out how much our surplus should be and
want to be prudent and he does not want to get below 90 days. Have been using some
surplus to hedge savings. Have balanced budgets with this funding with some of it
coming back at end of year. He understands this is all requests and he knows we won’t
do all this but agrees with John’s recommendation. County brought in a highly
experienced IT guy and brought him in to increase efficiency of operations. Since then
he has seen more positive recommendations that will see further efficiencies. Have to
try to manage nursing home and 911 revenues and get them under control.
Commissioner Thomas supports John Hart’s recommendations and goes along with
Chairman Keller with .5 mill.
John Hart asked if we are looking at .5 mills or something in between .5 to 1 mill.
Chairman Keller responded that the Board is saying to utilize savings from this year,
pursue initiatives that he has outlined and through combination of deficit spending and
up to .5 mill of tax increase and use .5 mill as the target. Commissioner Ziobrowski said
if can do everything he suggested and within .5 mill he is ok. Mr. Hart said he will meet
with Teresa, Fiscal staff and key managers to determine if a budget can be developed
based on perimeters as outlined with deficit spending. If they can’t accomplish this he
will come back on Tuesday but if can hit initiatives as outlined then the counter budget
will be ready for Thursday.
Continued on page 5
Ms. Becker said at her last fiscal meeting with the Board she explained some
departments were working on logic models. The pilot departments are Adult Probation,
911, Jail and Information Services. She explained the process and how Penn State
provided training to the departments that participated. Teams worked together to put
their logic models together and will use this tool on a quarterly basis. If this is effective
will expand to other departments in the future.
The following managers presented their logic model presentations: Dan Hoover,
Chief Probation Officer of Adult Probation; David Donohue, Director of Department of
Emergency Services; Dan Keen, Warden of the Jail; and Sean Crager, Information
Services Director. The purpose of the logic model exercise is to understand the role of
logic models in priority-driven budgeting, identify indicators to define outcomes and
establish a foundation from which to measure outcomes.
Chairman Keller said if the logic models are deemed successful this pilot
program can expand moving forward. Ms. Beckner said the departments will put
numbers to the questions raised at end of each presentation on a quarterly basis and will
use that for evaluating budget performance. Chairman Keller said the more the public
sees trying to do an outcome based approach to the budgeting process this will be a key
benefit. The departments are focused on driving savings across their organizations
which will have an effect over all operations. Great they are seeking tools they can find
to drive the process forward. Commissioner Thomas said an additional takeaway is this
caused everyone to look at themselves in a critical way. Have to look at a new paradigm
and think outside the box and look at their own operation and how to prioritize. This is a
winner. Commissioner Ziobrowski gives kudos to Mr. Hart for his initiative and bringing
out this effort. This is a big success and he applauds him. John Hart responded that
have to complement all staff and Teresa Beckner came up with the idea and he bit on it.
The meeting was adjourned at 11:55 a.m. with a motion by Robert L. Thomas;
seconded by Robert G. Ziobrowski.
FRANKLIN COUNTY COMMISSIONERS