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HomeMy WebLinkAbout2014-11-06 Commissioner Minutes THURSDAY, NOVEMBER 6, 2014 The Franklin County Commissioners met Thursday, November 6, 2014, 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 Robert G. Ziobrowski; unanimously approved to adopt the agenda. Richard Jones provided public comment and wanted to call attention to board action item 9, replacement of veteran's markers and that the two thugs responsible have been caught. He doesn't understand why someone would dishonor our veterans and do atrocious acts like this. James Wyrick provided public comment that he and his son-in-law worked a polling place on Tuesday. He read a statement about the election process and what he learned from older voters and what voters thought about our government. Jay Lightfoot provided public comment that he would like the Board to explain all items on the board action list. Allen Piper provided public comment and would like board action item # , agreement with SADA Solutions, explained further since it's a $50,000 figure. He would like to know what SADA means and feels it's ridiculous that the County uses acronyms. Mr. Piper also asked why we are adding 7 more positions as stated during salary board actions on the agenda. 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 October 23, 2014 and October 3 , 2014 meetings. Commissioner Thomas said Justin Slep, Veterans Affairs Director, is here to explain board action item #10, veterans markers. John Hart, County Administrator, explained that two quotes were received and each have a different element and different quality of product. The County normally awards to the lowest qualified bidder. The lowest bidder is Dailey Industries; however, staff is asking the Board to consider Martins Flag Company because of higher quality and an earlier delivery date. Justin Slep said he received two quotes from the companies due to them having every era that was affected. He recommends Martins because of the quality and delivery time. Martins have a seal coating on them to help keep the markers from cracking and deteriorating. D. Dailey has a coating also but it's not as good as Martin's. Commissioner Thomas asked if we know how many have actually been stolen. Mr. Slep said right now the numbers are 550®600 but this number could go up. Mr. Hart explained that this quote allows for ordering additional markers at a fixed price as listed on the quote. Mr. Slop clarified that the thieves stole the markers and the rod according to the cemeteries that he talked too. The Board decided to go with Martins Flags for the veteran markers. Commissioner Thomas asked Mr. Hart for more explanation on board action item #2, resolution for reflectivity signs. Mr. Hart explained that PennDot has a new regulation Continued on page 2 that all bridge signs be tested for retroreflectivity. All bridge signs need tested and the County has to come up with a five year plan. This also applies to all municipalities for all street signs. This is coming down from the Federal Highway Administration to the states to implement this. Mr. Hart explained board action #4, SARA Systems, Inc. is not an acronym, it's the name of the company. This is the google software for email, calendars, messaging —all applications we have. There is a user fee per license. The Board reviewed Adult Probation matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the HIPAA Business Associate Agreement between the County of Franklin and Chambers' Apothecary, to comply with the Department of Health and Human Services, Health Insurance Portability and Accountability Act policies. The Board reviewed Commissioners Office matters. On motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved Resolution #2014® 18 to adopt a policy regarding the assessment and management of traffic sign retroreflectivity, for the purpose of keeping county bridge signs to the standards required by the Federal Highway Administration. The Board reviewed Information Technology matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the renewal quote from Candoris Technologies for AppAssure backup software licensing to maintain images of servers and allows for quick restores in the event of a server catastrophe at a cost of$5,376.00 for the period of December 31, 2014 through December 31, 2015. Company is on CoStars State Contract. The Board reviewed Information Technology matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the Renewal Quote from SARA Systems for Goole Apps for Government which includes; county email, instant messaging, calendar, retention, drive and application services for the period of December 22, 2014 through December 21, 2015 one year at a cost of$50,103.00. Company is on State Contract. 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 Terminix for interior pest control services twice a month. Contract term is January 1, 2015 through December 31, 2016 at a cost of$5,655.00. Quotes were requested, this was the lowest qualified quote. The Board reviewed Property Management matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the contract renewal between the County of Franklin and Cleveland Brothers Equipment Company, Inc. for preventive maintenance and inspection of County-owned generators and associated equipment located at the Courthouse Annex, Department of Emergency Services, as well as the Clark's Knob, Blue Mountain and Warren Township tower sites, for the period of January 1, 2015 through December 31, 2015 at a cost of$5,248.00. The Board reviewed additional 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, 2015 through December 31, 2015. Continued on page 3 The Board reviewed additional Property Management matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the proposal from HPG Windows and Doors for the purchase, delivery and installation of 20 replacement windows at the Human Services Building for a one-time cost of$8,798.00. Quotes were requested, HPG was the only response received. The Board reviewed Veteran's Affairs matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the Martins Flags quote to replace Veteran's Grave Markers that have been stolen or damaged at local cemeteries who quoted a price of$9,184.75 with a delivery time of 10 days. Chairman Keller announced that County offices are closed Tuesday due to the Veterans Day holiday. The Board met with the Human Resources Director, Planning Director, Veterans Affairs Director, Emergency Services Assistant Director and the Controller for Salary Board and Personnel matters. The Board reviewed Personnel matters. On a motion by Robert L. Thomas, seconded by Robert G. Ziobrowski; unanimously approved the revised job descriptions for Chief Public Defender in the Public Defender's Office and Vehicle Operator in the Transportation Department. Tiffany Bloyer, Human Resources Director, provided a presentation to the Board of 2015 Insurance Benefit Plan Changes. John Hart, County Administrator stated the County's goal with moving to a different health insurance plan for County employees is twofold, hold the line on employee health costs as well as the County's general fund and to empower employees with more control over their own health care. Mr. Hart explained the objective is to move from the current Health Reimbursement Account (HRA) to Health Spending Account (HSA) plan. If the County doesn't make this move, there will be a substantial increase in costs for both employees and the County. Staff may talk in general terms as we want the employees to hear the plan specifics from the Human Resources staff and not read it in the paper. He explained this HSA will work in conjunction with the County wellness program that was presented last week to the Board. This change will reduce costs for employees and the county. Staff anticipates employees will not see an increase in their health plans; however, employees will need to make some conscientious decisions by putting funds into their spending accounts. Staff is looking for a decision today. This will also include a change to the healthcare plan for county retirees. Ms. Bloyer explained that a HSA is similar to a 401 K but for medical expenses and allows employees to set aside money to pay for qualified expenses tax-free. She said employees own the account and retain control and make choices about how to spend their health care dollars. These funds roll over from year to year. Ms. Bloyer explained why this makes sense: Be proactive and select an in- network physician; be aware and understand current health status; know your numbers and get tested and know basic biometric numbers; become a better consumer by knowing there is cost differences and asking questions; the savings account is tax-free when making deposits; its grows tax-free interest and its tax-free when making withdrawals for health related expenses. Ms. Bloyer explained the HSA advantages to the employer includes: lower premium costs than traditional health plans; funds contributed to the HSA are tax deductible by the employer; educates employees on the true costs of health care services; and minimizes the cost shift to employees. The HSA advantages to the employee include: funds belong to the employee and balances rolls over year to year regardless of job changes or retirement; ability to save for future health care expenses and retiree health care coverage; ability to pay for services not covered under the medical plan; and triple tax advantage—contributions are made pre-tax, plus Continued on page 4 any interest earned is earned tax-free and payment for eligible expenses are tax free. Ms. Bloyer explained the changes for the retirees who are over 65. The County will move to Health America who is rated excellent by National Committee of Quality Assurance. She said there will be a small change in how the retirees and their spouse's receive coverage. There will be savings to retirees who normally live on a fixed income and there will be savings to the county portion of retirement benefit coverage. She said if the Board makes a decision today the education session for employees will start tomorrow and will be held at several county buildings for the next three weeks with open enrollment beginning November 21st through December 5, 2014. Online enrollment will occur again utilizing the Employee Self Service feature. Commissioner Keller said that by switching to HSA savings account structure, we will be able to have flat line costs from one year to the next with both employees and county. If we don't do this there, will be significant increases to premiums. He said with the HSA structure, it gives employees the potential to carry over money from one year to the next that they voluntarily put aside and the county will contribute matching funds. He asked even with matching funds will costs be the same. Mr. Hart responded that the proposal to contribute county funds to employee spending accounts and payments will be spread out through the year with payments being made with each payroll. If employees contribute they premium savings which are matched by County funds, they will see a I savings in costs going into next year. He said the county is proposing to use the County's savings to match employee contributions in their savings accounts. The County and employees are looking at a 10-15% increase if we don't do anything. Commissioner Thomas said doing nothing or just staying the course is not an option. If easy way to understand this, HA means nothing to most people, if you give to insurance company then you basically paid them even if you didn't use anything. With HSA there is less cost because of what's in the middle, similar to what major medical was years ago. If money is put into a health savings account, that will pay for that part. If it was for a healthy person, they could save it. It's like an IRA, it's an opportunity to build into savings for medical costs. The employees need to be educated on this and it's very important they participate in the sessions. Commissioner Ziobrowski said he is in favor of this change but he understands that some folks are going to be apprehensive. He said with employee premiums going down, some employees will pocket the difference. But if they reinvest their savings in the HSA, the county will add more to the HSA, which benefits the employee greatly. There is a certain responsibility that folks will have to take. The HSA is an example of consumer- driven health care. Studies have shown consumers are more likely to compare health care costs, and more likely to follow treatment plans. The transition will cause some concern, but in the long run it is better for the employees. Commissioner Thomas said if a person keeps themselves healthy, the account will build and if they have a catastrophe or when they retire, the funds will still be there. Any effort we can do to keep our employees healthy and be an example for the community is a good thing. The Board gave their consensus to move forward with the new insurance benefit plan and start communicating to employees and retirees. There will be contracts forthcoming in the near future. Teresa Beckner, Fiscal Director, met with the Board to present the 2015 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$107,618,800 for all funds and all services and includes capital and personnel expansion totaling $2,336,800.00. This budget also requests to replenish the facility and equipment fund in the amount of$500,000.00. Continued on page 5 There were a total of 37 full time positions and 5 part time positions requested in this budget. Ms. Beckner explained the general fund 2014 projected and 2015 requested budgets which include the actuary's estimated pension ARC 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. The overall decrease in needs is $160,000 or 2.6%. The most significant areas of increase were Human Services with an increase of$194,000 or 6.4% and Domestic Relations increase is $56,000 or 7.2%. Ms. Becker said the recommended reserve balance based on 2014 projected actual spending is 60-90 days of general fund cash requirements which would range from $7.3 million to $10.9 million. John Hart, County Administrator, said this is an all request budget. He said staff has begun to review all department budgets and he is looking for direction from the Board. It is estimated that there will be a savings of approximately $700,000 from the 2014 budget. As in previous years, staff is recommending to move savings into next year to offset any spending the county may have. Staff are continuing to look at processes. Our goal is to do more and not increase staff. And the County needs to hire and retain quality employees. Mr. Hart reviewed some of the efficiencies currently in place and planned for next year like LaserFiche forms, 3 way approval of invoices; vendor self-serve, online recruitment, timekeeping system improvements, and the county wellness program. He said Emergency Services 2014 budget is $5,575,000 and that number keeps going up because of the changes in technology. We are facing a major upgrade in software and hardware in Emergency Services. Mr. Hart stated the County continues to maintain low administrative costs compared to other counties our size. He said there are a number of new programs and initiatives we are looking to implement with the J Study and Jail Population Study that provided recommendations to create efficiencies so we will have set money aside for these. If we don't do anything, costs will continue to increase. These studies recommend we will also be looking at an electronic civil filing initiative, a new jury management system and a process to help self-represent litigants in the court system. Mr. Hart said we are the safety net for the most vulnerable and if we need to be, or some individuals with mental health or drug issues will be in the court system. Carrie Gray is present to explain some of the initiatives in Human Services that we are looking at. Carrie Gray, Assistant County Administrator, said the Jail and Human Services have developed their 2015 budgets that stay with the county's mission of health, safety and general welfare needs of county residents. Children &Youth must adapt to over 20 new laws about how to define child abuse and react to them. This will create a 10-15% increase in referrals to Children &Youth and the referrals will be more time consuming and complex. Aging has increased collaboration with the District Attorney to improve and build upon the Protective Services program for seniors. They also plan to partner with Chambersburg Hospital to support medically high-risk patients who are coming home after a hospital stay. Aging is also increasing outreach and education at senior centers through enrichment programs. The Veterans Affairs Director has seen an increase in volume to his office due to his outreach and marketing. He will learn what services are needed through future town hall meetings. Early Intervention is looking to add more support for families of newborns up to age 3. Serving this population is pivotal for future generations. Drug and Alcohol plans provide more prevention programs through schools. The Jail will have some priority initiatives from the findings of the Jail Population Study and the Business Process Analysis of the justice system. She said that in 2015 there will be a focus on Human Services with the same lens as the justice system. They want to look at workflow to identify gaps and opportunities for improvement. They also want to identify ways to continue to incorporate technology. There have been technological changes in transportation in the Eco Lane system that Continued on page 6 requires training and will require upgrades to operations. Staff is remaining focused on the county mission and providing these services in an efficient way. The County is partnering with Summit and taking a look at our indicators of need, where we can collaborate, and how to best partner to make efficient use of resources. Keystone Health has been a critical piece to this. We are researching software that will integrate the key indicators that we can all share and use. Mr. Hart said that Carrie mentioned a number of programs and we are busy. We are looking at efficiencies. Ecolane is a state mandated software that will take more resources, we may need to look at additional assistance for staff. In Veterans Affairs, we have an energetic young person who is doing more and improving services to veterans. He said we will have to add three additional intake staff in Children &Youth and we do not have an option because of new state mandates. These are all good programs and in some areas we will need to increase staffing and resources to our operations. Chairman Keller said he agrees with Mr. Hart and Ms. Gray and all that was mentioned is tremendous accuracy of this board's priority. our goal is trying to make what we do as efficient as possible. The Board is willing to invest in technology to achieve those goals. The Board is also looking at how we do business and are willing to continue to invest as needed when it produces efficiencies. Also, when the return is better customer service and achieving better results and getting customers back on track and being positive contributors to our community, it is worthwhile. one big ticket item we need to focus on is 911. He is not ready to make up the difference and he is willing to tap into reserves at this time and he agrees with rolling savings over to 2015. The County will have to tighten belts further and we don't want to tap into reserves with having to open a line of credit. We should have 60-90 days of cash reserves to sustain the operation without having to get a loan. Ms. Becner responded that 60 days would be 7.3 million in cash. He suggests not raising taxes and hopes the state will address the funding in 911. We can tap into reserves modestly but to a lesser extent then what we did last year. He thanked everyone involved in this process. Chairman Keller said it was a great review by Mr. Hart and Ms. Gray on all our initiatives that are going on. Commissioner Thomas said he concurs with Chairman Keller's message. A place to start is the 26 positions, he would presume the others are other funding streams. Before establishing positions, it would have to be for a good reason. He doesn't see the need to keep funding 40 &41, so could cut there, and he doesn't see a need to drain any reserves to go into that. He trusts management's judgment with the initiatives. There are certain initiatives that we need to invest in. If there are initiatives that will help down the road, he is ok but we need to be conscious on how it all fits together. There is some snipping that needs to happen. Commissioner Ziorowski said property tax revenue increase is to come in at less than 1%. With fixed assessments, millage increases in the long run are inevitable in Pennsylvania. He said at some point in the future we will have to increase the millage rate. our unemployment rate has gone down, but some of those folks were laid off for a significant amount of time and couldn't pay their mortgages, so we don't want to add anymore tax burden on them. The County will continue to tighten its belt. For now will be well advised to not raise taxes but with the understanding we will have to dig into reserves and keep the 60-90 day cash reserves. The goal is to not increase taxes and keep the 7.3 million in reserves. Commissioner Thomas responded that we could put off a tax increase if we get the 911 funding taken care of. Continued on page 7 John Hart said management will take these comments and come back with another budget to review with the board and put on the counter for 20 days. He understands the marching orders and will work in conjunction with managers to get the budget donee The meeting was adjourned at 12:18 p.m. with a motion by Robert L. Thomas; seconded by Robert G. Zio rowski. FRANKLIN COUNTY COMMISSIONERS