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HomeMy WebLinkAbout2020-10-14 Commissioner Minutes WEDNESDAY, OCTOBER 14, 2020 The Franklin County Commissioners met Wednesday, October 14, 2020, 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. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved to adopt the agenda. There was no public comment. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved all bills presented and ordered paid. The minutes of the October 7, 2020 meeting were reviewed. These will be decided upon in the afternoon approval session. The Board reviewed Agreements, Contracts and Reports. John Hart, Project Manager, provided more information on Change Order #28 from Lobar. This change order is to move the access door for the Courthouse elevator that is being installed, making them more easily accessible if there are issues in the future. He continued that Change Order #1 with Triad is for testing at the Judicial Center Project. He mentioned need it then we do not get charged. There is a $5,000 cushion over and above what we anticipate. Commissioner Ziobrowski commented that item #2 is a cost sharing agreement involving the fencing at the Elks parking lot and that John Hart has mentioned before about the sharing of costs for the fencing. He wanted to point out that we are allowing Applefest to use the county parking lots this weekend which they appreciate greatly. Commissioner Ziobrowski asked Ms. Gray to explain item #13, MOU with Therapeutic Riding Center. Ms. Gray explained that the Board directed Justin Slep, Veterans Affairs Director, to provide more outreach to better help veterans in our County. Justin and John McPaul proposed an Equine Therapy Program for veterans and we are partnering with the Therapeutic Riding Center. The Piatt Trust was an endowment provided by the family of a son who was a Vietnam veteran who received services from the County so they graciously provided a trust in the amount of $50,000 to would fund when the family provided the funds to the County. Chairman Keller wanted to ex be approved in the afternoon approval session. Carrie Gray, County Administrator, mentioned the collaboration that brought Noel Purdy, who is participating remotely, to the table to help with the County COVID Relief Block Grant that was funneled down to the County through the State from the federal CARES Act. Noel and her Franklin Forward team have been wonderful going through all the regulations and the applications that were received. Noel Purdy, Project Manager for Healthy Franklin County, presented information on the Non-profit COVID Relief Grant Program and said that she is grateful for the collaboration with the County. Ms. Purdy explained that Healthy Franklin County is a health improvement collaborative operated by the Community Services Department at Wellspan Health which formed in 2011 to address community health needs and priorities to improve health and well-being of Franklin County residents over their life span. She explained that when COVID happened they adapted their structure to respond to the most urgent and pressing needs in the community. All reports are on their website at www.HealthyFranklinCounty.org. Continued on page 2 Ms. Purdy explained that the grant provided $1.76 million to $2.76 million for the non- profit allocation. She explained that the applicants must be incorporated as a 501( c) 3 or 501 ( c) 19 impacted by the COVID-19 pandemic. Federal, state and county guidance determined eligible uses of funding. The grant application period was open for two weeks from September 21 to October 2, 2020. Ms. Purdy provided more program eligibility guidelines. The eligible uses of funding for COVID-19 expenses as defined by CARES Act include: working capital; payroll (for new staff hired to focus on slowing the spread or mitigating COVID); utilities; and special materials and equipment to comply with state requirements. Revenue replacement is not an eligible use. Ms. Purdy provided information on the grant review process which included the Grant Review Team of three WellSpan Health Community Services staff and three Healthy Franklin County Leadership Advisory Committee members. Ms. Purdy announced there were 50 applications received and 46 are eligible for funding and she provided information on the applicant locations. The 46 applications are from nonprofits throughout Franklin County. The disqualified applications were due to not being a 501 ( c) 3 or 501 ( c) 19 or not having a physical location in Franklin County or missing the deadline. The total funding requested from the applicants was $2.6 million and the total funding recommended is $1.9 million. Ms. Purdy explained that they will continue to work with county staff on getting clarifications and more documentation that may be needed to develop the grant agreements. After a few questions from the Board, Ms. Gray explained that the next step is to obtain any additional documentation needed to develop the contracts and bring them to the board of commissioners in the next few weeks. Chairman Keller thanked Ms. Purdy and the Franklin Forward Team for their efforts. The Board recessed and will reconvene at 1:00 p.m. for final approval of the items that were reviewed. The Board reconvened at 1:00 p.m. There was no public comment. On a motion by Robert G. Ziobrowski, seconded by David S. Keller; approved the minutes of the October 7, 2020 meeting. Chairman Flannery abstained from voting due to not attending the meeting. The Board reviewed Commissioners Office matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the addendum to the lease agreement (dated November 15, 2018) between the County of Franklin and Derwood Martin dba Clearview Farm to reduce the rent for 2020 from $17,640.00 to $13,950.00 due to a voluntary reduction of the use of the property on Franklin Farm Lane upon request of the County. This rent reduction is for 2020 only. The terms of the original lease agreement are reaffirmed for lease year 2021. The Board reviewed additional Commissioners Office matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the cost sharing agreement between the County of Franklin and Shook Home for both parties to pay a proportionate share of the cost of a fence that is being installed at the Elks lot. The County will be responsible for sixty-five percent of the total cost and The Shook home will be responsible for the thirty-five percent of the total cost. The Board reviewed additional Commissioners Office matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the Change Order #28 from Lobar, Inc. to add an access door for elevator 6 controller closet to accommodate controller configuration of the contracted elevator for the Judicial Center Project at an increased cost of $1,564.09. Continued on page 3 The Board reviewed additional Commissioners Office matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the Change Order # 1 from Triad Engineering, Inc. for additional monitoring and testing for the soft and unsuitable materials on site and for additional testing outside of the contracted scope of work for the Judicial Center Project for an increased cost of $15,465.93. The Board reviewed Emergency Services matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the agreement between the County of Franklin and PA Emergency Management Agency (PEMA) for the Emergency Management Performance Grant (EMPG) in the amount of $41,374.00 for the grant period of October 1, 2019 through September 30, 2022 and performance period of October 1, 2019 through September 30, 2020. This grant will reimburse the County up to 50% of salary and benefits for the EMA Coordinator position. The Board reviewed Fiscal matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the supplemental appropriation to provide budget for 2020 bond issue and refunding of Series 2013 and 2014 bonds. The remaining cash of $17,000 will be used for the next interest payment. The Board reviewed Grants/CJAB matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the grant application to PA Commission on Crime and Delinquency (PCCD) to request funds up to$400,000.00 for body-worn cameras for municipality law enforcement, sheriff, and jail. Costs include factors such as the purchase, deployment, and maintenance of camera systems and equipment, data storage and access and privacy considerations. The Board reviewed Human Services Block Grant matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the revision #1 to the FY 2019-2020 HSBG Income and Expenditures Report being submitted to PA Department of Human Services, Bureau of Financial Operations to record an additional $4,944.00 to funding received from Aging for LINK Reimbursement. The Board reviewed ITS matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved for the Chairman of the Board to execute the proposal from Morefield for equipment and services which will convert digital phone lines to analog so they can be hooked up to fax machines in the new Admin. Building at a cost of $5,171.32. The Board reviewed additional ITS matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the quote from Southern Computer Warehouse (SCW) to provide Uninterrupted Power Supplies (UPS) to the wiring closets in the new Admin. Building for a cost of $19,338.66. This will protect networking equipment from power surges and provide battery backup in the event of an electrical outage. The Board reviewed Jail matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the Memorandum of Understanding between the County and Cornell Abraxas Group, Inc. for residential care and treatment for an inmate that was mandated by order of the Court of Common Pleas at a cost of $307.59 per diem for the period of July 1, 2020 through October 31, 2021. The Board reviewed Planning matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the agreement and Notice to Proceed to Lobar Associates, Inc. for Contract 1 - Paving for the 2020 Bridge Maintenance Program at a cost of $219,759.50. Effective date is October 15, 2020 and will be substantially complete within 50 days. Continued on page 4 The Board reviewed Veterans Affairs matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the Memorandum of Understanding between the County and Franklin County 4-H Therapeutic Riding Center (FCTRC) to provide a Veterans Equine Therapy program for veterans, guardsmen, and reservists residing in Franklin County. FCTRC will provide 8-week courses for qualified individuals. The County will pay $400.00 for each participant with a maximum encumbrance of $10,000.00. In accordance with PA Act notifications, Peters Township Supervisors notified the County of a Pennsylvania Department of Environmental Protection General Renewal NPDES Permit being applied for the Upton Village Wastewater Treatment Facility located in Peters Township. The Board met with Tiffany Bloyer, Human Resources Director and the Controller Harold Wissinger for Salary Board matters. Also in attendance: Mark Singer, Court Administrator; President Judge Shawn Meyers (attending virtually); Aimee Hutchison, Deputy Court Administrator; Teresa Beckner, Fiscal Director; Carrie Gray, County Administrator; Sheriff Dane Anthony and Sergeant Ben Sites. The Board reviewed Personnel matters. On a motion by John T. Flannery, seconded by Robert G. Ziobrowski; unanimously approved the revised job descriptions for the Program Specialist I (IDD) and Program Specialist I (MH) position and the established job description for the Central Court Assistant. Teresa Beckner, Fiscal Director, presented the 2021 preliminary budget to the Board. Ms. Beckner informed the Board this budget is a preliminary budget and includes all requests submitted from every operation in the County. She explained the report is separated into two distinct areas due to how the various areas are operated and managed. She continued that the Trust or Fiduciary Funds include activities of the -funded dental funds. The subject to market volatility. County Operations includes Elected Officials, Human Services, Courts, Jail, Emergency Services and the 911 center, Property Management, Adult Probation, Juvenile Probation, Domestic Relations, Debt Service, Internal County Services, etc. It also includCapital Projects (including the judicial complex and other county buildings in the current project), bridge construction and maintenance with Liquid Fuels funds, Community Development Block Grant projects, and grant programs administered by the county such as the Tourism and Quality of Life Enhancements Grants. Ms. Beckner reviewed and explained the revenues and expense line items. She continued that under county operations, taxes include Property Taxes, for both operations and debt service, and Hotel Taxes. Intergovernmental revenues reflect both state and federal funds. These amounts represent grants and funds passed to the county for operating Human Service programs, providing for CDBG projects, completing maintenance and construction on county-owned bridges, funding for Domestic Relations services, and partial reimbursements for certain operations. Ms. Beckner explained that fees and charges are assessed by elected officials for various services, as well as across internal operations for occupancy and services provided. Miscellaneous revenues could be contributions, rents, municipal contributions toward Drug Task Force services, school district reimbursements for Juvenile Probation officers and any other revenues not included under one of the other classifications. Transfers In are internal transactions, from one fund from another. She provided an example of funds received from the General Fund for its share of services provided to consumers in the various human service programs. She said with regard to expenses, personnel costs for wages and benefits include salaries, health and retirement benefits, payroll taxes, Continued on page 5 what it takes to operate each department. This would include supplies, training and travel, maintenance and repairs, vehicle operations, minor equipment, outside contracted services, human service providers, interest and principal payments on debt, occupancy costs such as rent and utilities, Liquid Fuels funds expended on maintenance and construction of bridges, and CDBG funds paid to others for projects. Transfers Out are paid by one fund to another. This is the opposite side of what she just explained. It includes payments made by the General Fund to others, including support for human services, Domestic Relations Services, and 911 operations. Capital indicates the amount budgeted for completion of projects currently in process and reflects the amount expected to be incurred in the next year. Ms. Beckner explained that expansion reflects capital and personnel requests by technology enhancements for software, hardware and infrastructure; building repairs, upgrades and renovations; computers; furniture; vehicles; and other new or replacement equipment. This line also includes requests related to personnel, such as additional full or part-time staff and changes in classifications of employees. She continued that Trust -Funded Dental) for funds listed here, earnings on investments are shown under the heading Investment Income. Fees and Charges Revenue includes contributions from the County as required portion. And realized and unrealized gains and losses on investments are shown as Miscellaneous Revenue. She further clarified that expenses in fiduciary funds are much the same as operating funds. Personnel costs are related to administration of retirement also include required payouts for benefits. Expansion is primarily for health, safety, and software for retirement administration. Ms. Beckner said the total budget for All Services and Operations based on all requests is around $163.6 million, of which $11.7 million relates to the fiduciary-type funds. Total revenues for all requests and all funds amount to $133.7 million. She mentioned a net use of reserves is indicated for county operations. Of the $23.2 million in reserves requested, $9.7 million are bond proceeds being used for the Court Facility Improvement project. The slide also showed a summary of new positions requested. Total county requests number 22; (19 are full-time and 3 are part-time). With some consideration given to possible hire dates, the total cost of these positions, including current benefit rates is approximately $1.1 million. General Fund operations make up 10 full-time and 2 part-time positions requested and amount to approximately $535,000. Ms. Beckner reviewed what the General Fund looks like. There are several assumptions built in. Specifically, personnel costs assume a 10% increase in the cost of health benefits for employees, and a required pension contribution of $2 million for 2021. The portion attributable to General Fund employees is included here. Operating costs and capital expansion, which are shown separately. Operating transfers are the amounts the county General Fund spends to support other county operations. She continued that overall the increase from the amount projected for 2021 is almost $1.3 million, or 24.1%. Looking at the detail for county transfers, we can see what comprises the $6.6 million. Human Service programs are $3.7 million of the total and represent a 6% increase over the 2020 projected amount. The largest share of the increased request for county funds is in 911 operations and relates to capital requests. Capital and Personnel Expansion requests for the General Fund amount to over $4.5 million. This is a combination of personnel reclassifications and new positions (10 full-time and 2 part- time) amounting to $535,000 and capital of $3.9 million. Capital requests amounting to $3.9 million include computers, minor equipment, software, vehicles, building repairs and improvements, safety equipment, security equipment and technology, and funding for Continued on page 6 new projects. An additional $2.5 million in requests relates to jail operations, with the majority ($2.3 million) related to major facility repairs and system upgrades. Ms. Beckner said overall results for the General Fund show $49 million in revenue and almost $59 million in expenses, leaving a need for $10 million in reserves to balance the budget. We started 2020 with almost $12.8 million in unrestricted reserves. By unrestricted we mean reserves that are assigned for a specific purpose, set aside for commitments, or restricted by regulations. Commissioner Ziobrowski mentioned that Commissioner Flannery has not been through this process before so he explained that historically 30-40 years ago the County virtually had no money so they utilized tax always criticism from the public that we are holding their money and some say we counties were not prepared but we were in a much better position. When he hears we have to do what other counties had to do. And we may be back there again next year depending on the state budget. Chairman Keller said that in general all requests are justified but the question is what needs to be done now, or the next year, or in five years. Typically we say this is how much additional dollars we can afford to make available in hose funds. His goal is to use some of the reserves to address the needs that need addressed now. He continued that most managers know that we go back to them and Teresa will work with them on what we have to work with in personnel and expansion. In some cases they will put dollars in contingency to be used throughout the year. Commissioner Ziobrowski explained that if we keep all these requests we would have to increase millage by 6.5 mills to accommodate all requests. Chairman Keller said the Board will plan on giving direction The meeting was adjourned at 2:25 p.m. with a motion by John T. Flannery; seconded by Robert G. Ziobrowski. Carrie E. Gray County Administrator/Chief Clerk FRANKLIN COUNTY COMMISSIONERS ____________________________________ David S. Keller, Chairman ____________________________________ John T. Flannery ___________________________________ Robert G. Ziobrowski