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HomeMy WebLinkAbout2021-08-11 Commissioner Minutes WEDNESDAY, AUGUST 11, 2021 The Franklin County Commissioners met Wednesday, August 11, 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. Chairman Keller explained that the Commissioners are joining the meeting remotely due to a COVID-19-related matter. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved to adopt the agenda. light and what is the reason for moving a water heater and circulatory pump from the old Courthouse to the Courthouse Annex. Chairman Keller responded that they will respond to her questions during review of board actions. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approve all bills presented and ordered paid. The minutes of the August 4, 2021 meeting were reviewed. These will be decided upon in the afternoon approval session. The Board reviewed Agreements, Contracts and Reports. Chairman Keller said we are joined by John Boozer, Project Manager, who can explain the change orders that Ms. Wertz questioned. Mr. Boozer explained that the water heater for the courthouse annex has resided in the basement of the historic courthouse for many years. It needed to be moved out sooner or later since it was not a good location. This will help with long term planning of the project. It is necessary to perform the work now since it is located historicity, dating back to the Civil War. They have been modified two times since then. They are hoping to bring them back to new life so they have contracted with a firm that specializes in restoring these types of fixtures. He explained that new fixtures would have cost more so this is a fabulous value for the County to restore them in the new courthouse. Commissioner Ziobrowski asked for clarification on the word historicity that Mr. Boozer used. Mr. Boozer wanted on the record that today is a special day in his life when he actually was able to present a word that Commissioner Ziobrowski did not know. The items will be decided upon in the afternoon approval session. The Board reviewed a personnel matter. Carrie Gray, County Administrator explained that Central Court has been paused for the past six to nine months. During that time they were reviewing the job descriptions to reflect the needs of a newly designed Central Court. Commissioner Ziobrowski asked when the new employees will be hired and Ms. Gray responded they will be hired before January since that would be the soonest that Central Court will be initiated. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the Central Court Assistant and Central Court Coordinator position descriptions for the Courts. The Board reviewed board appointments to the Franklin County Visitors Bureau Board of Directors and the Local Emergency Planning Committee (LEPC). On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved to appoint Debby Cunningham to the Franklin County Visitors Bureau Board of Directors to fill an unexpired term through January 31, 2022 and Scott McGonigal to the Local Emergency Planning Committee (LEPC) to fill an unexpired term through December 31, 2022. Continued on page 2 Chairman Keller announced that since the Commissioners made a last minute decision to be virtual this morning it would be a nice gesture to invite anyone that was planning to attend the meeting this afternoon virtually to discuss the tax bill matter if that is something they want to do. Ms. Gray responded that she will talk to Anita Keller, Tax Director, about sending out an email sent and she also suggested rearranging the room to use more microphones for anyone that wants to attend in person. Chairman Keller thought that was a good suggestion. 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. Chairman Keller welcomed the municipal representatives and tax collectors that attended in person or virtually today. He wanted to be honest and explained that he contracted COVID-19 in spite of being fully vaccinated and since the Commissioners attended the County Commissioners Association of PA conference together last week, they thought it would be prudent to meet virtually today. He is glad and appreciates that they have taken time out of their busy schedules to be here today. There was no public comment. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approve the minutes of the August 4, 2021 meeting. The Board reviewed Children & Youth matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the updated contract listing for all contracts and addendums for Fiscal Year 2021/2022 for the Children & Youth department. Contract listing is maintained for proper accounting of all contracts to include vendor name and address, type(s) of service provided and rate(s) charged for services. The Board reviewed 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 #011 from eciConstruction, LLC to remove and accommodate the existing brick wall being out of plumb at the Archives-Phase II project for an additional cost of $1,001.00. 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 #001 from Frank B. Lesher Co., Inc. to provide electrical rough-ins to four new security keypads requested by the owner at the Archives-Phase II project for an additional cost of $3,421.00. 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 #PC-003 from Stouffer Mechanical Contractors to add a sprinkler head to maintain appropriate fire protection coverage following extension of the wall separating entry/reception 202 from multi-purpose 201 to full height at the Archives-Phase II project for an additional cost of $617.10. 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 #EC-014 from Lobar, Inc. to with PR-021-EC, including dimming controls, and providing 6 new wall sconces: Center project for an additional cost of $25,021.38. 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 #EC-015 from Lobar, Inc. to remove rd the water heater and circulator pump from Historic Courthouse and reinstall on the 3 floor of the Courthouse Annex as determined in the field at the Judicial Center project for an additional cost of $560.98. 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-093 from Lobar, Inc. to modify the walls at the deputy showers in the female locker room B055 and male locker room B057 as required by the code officer at the Judicial Center project for an additional cost of $5,344.54. 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-094 from Lobar, Inc. to replace -- frame as determined in the field by the elevator prime at the Judicial Center project for an additional cost of $1,026.40. 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-095 from Lobar, Inc. to construct an MDF data closet in the Historic Courthouse basement as requested by the owner at the Judicial Center project for an additional cost of $6,858.83. 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 #012-Plbg from Stouffer Mechanical Contractors to relocate the facility water heater from Historic Courthouse Basement to Courthouse Annex at the Judicial Center project for an additional cost of $2,074.55. The Board reviewed Department of Emergency Services matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the Supplemental Appropriation to provide additional budget to allow spending of HazMat grants in the amount of $7,540.00. The 2019-2020 grants were extended into 2021 and 2022 due to COVID complications in 2020. The 2021 original budget did not account for these extensions. The Board reviewed Information Technology Services matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved the proposal from Gettle for the annual inspection and preventative maintenance of the various microwave and air fiber connections the County uses for its network at a cost of $4,927.00. Continued on page 4 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 ice machine and water dispenser at a cost of $6,135.00. The current machine does not keep up with the amount of ice used per day. The new machine will have enough capacity storage to handle the daily use. Quotes were requested and this was the lowest qualified quote. The Board reviewed additional 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 quote from Ty Construction Company, Inc. for the purchase of a walk-in freezer at a cost of $10,218.00. This will replace the condensing unit and evaporator. The quote includes installation and replacement. Quotes were requested and this was the lowest qualified quote. The Board reviewed Tax Claim matters. On a motion by Robert G. Ziobrowski; seconded by John T. Flannery; unanimously approved to accept a bid made by Kyle Davis in the amount of $100.00 on the repository sale of a mobile home on property located at 12740 Molly Pitcher Hwy, Lot 11, Greencastle in Antrim Township. In accordance with PA Act notifications, Department of the Army/Letterkenny Army Depot notified the County of a Pennsylvania Department of Environmental Protection class 1 permit modification to the Subpart X Permit Application for the Open Burning/Open Detonation (OB/OD) Areas for the Ammonium Perchlorate Rocket Motor Destruction (ARMD) Facility and the Flashing Furnace at the Letterkenny Army Depot located in Letterkenny, Hamilton and Greene Townships. In accordance with PA Act notifications, Steigers Corporation notified the County of a Pennsylvania Department of Environmental Protection Title V Air Quality Operating Permit modification being applied for by the Chambersburg Power Station to temporarily stion turbines without controlling exhaust emissions under specified emergency conditions located in the Borough of Chambersburg. Chairman Keller welcomed everyone and thanked them for attending the general discussion on the proposed changes to property tax bills. He wished Anna Swailes from Metal Township a happy birthday today. He explained that Anita Keller, Director of the Tax Department prepared a presentation to summarize how we got to this point and concerns that have been raised and the possible solutions to those concerns. He again thanked everyone for attending and for expressing their points of view and said he looks forward to hearing from them. Commissioner Ziobrowski wanted to make a statement that the commissioners did not handle this very well and he understands the sensitivity of the municipal officials and tax collectors that they felt disrespected and off handed but he wanted to apologize for that. Ms. Keller provided information on the current process and how they handle the bids currently in the office. Her office requests bids by the end of October each year and the bills are generated in January. They have been asked by multiple municipalities in the past to add additional mill rates to the county bill. This year they had an additional request so she contacted the vendor which suggested a way that they could do it by bulk mail. This seemed to be a cost savings and an efficient way for tax staff and tax collectors. She provided the breakdown of the current costs and of concerns by municipalities including the costs to mail individual bills. She explained that right now the tax collectors stuff multiple bills into one envelope if the property owners have multiple properties. They had another request to change the bill design for a municipality but this pushed them over the margins of the paper. She explained that they would let the public know through the normal channels of notification. The vendor Continued on page 5 would mail the bills and the return mail would go back to the tax collector. Ownership and address changes between cut off and bill generation will be handled just like they do now. Bills would be sent as a pressure sealed mailer. The savings calculation per bill cost now is .77 cents and new costs will be .62 cents. With the bids for printing envelopes and bills the municipalities have not been involved in the past. With personal service and touch being lost in bill delivery this has been done as a courtesy but in the tax collectors manual it states that a separate bill needs to be sent for each parcel. Another concern is that they are taking work away from the tax collectors and paying the same amount but stuffing envelopes with bills is a very small part of the tax collector function. Carrie Gray asked to pause the presentation for questions or comments about what Ms. Keller has presented so far: Sue Meyers from Antrim Township asked with the document going out will it still have their name and address, can it still have return service requested on that and Ms. Keller responded yes. Virtually: Anna Swailes asked, manual. If mailed out under the new system how can a tax collector know when they are actually mailed? Currently they have to certify them. Ms. Keller responded that they will get notification from the vendor when they are mailed. Ms. Swailes asked who has the authority to decide how these tax bills are generated and mailed? Carrie Gray would not necessarily need to be a board action. The commissioners, however, are able to determine what matters they would like brought before them, as illustrated with this meeting. They wanted to have the conversation at this meeting. Ms. Swailes said the impact from each municipality is going to be great because the envelopes with prepaid postage could be used this year so if they wait till next year to make this change they could use up the envelopes. Otherwise they will be thrown away. Chairman Keller asked if those envelopes could be used on follow-up letters or reminders. Brenda Hill responded that all tax collectors keep an inventory of envelopes that is used for reminder notices per tax collector law they are required to send reminder notices. She uses 1,500 envelopes and they are forever stamped and are good into the future. Chairman Keller said if they deferred this for a year the tax collectors could get rid of the envelopes in a them. Kathy Frazer from Greene Township said that with having bills mailed she has them returned and plus they have people making mistakes on their bills; they will still need to get envelopes each year. Ms. Swailes said she was just relaying what tax collectors relayed to her. Kara Geesaman from the Borough of Waynesboro said when she talked to Anita before she asked about mail time. Ms. Keller said they will stay on schedule for now. Derek Stoy thanked the Commissioners for providing a virtual option. The municipalities at the end of the day still have 50% ownership of how this is done, he is asking to get a legal interpretation since this is a major change moving forward. Mr. Stoy asked if the legal counsel at the county had been asked about this change. Ms. Keller responded that she did speak with the tax office solicitor and he said that this is an office decision and does not need approval in any other way. She has heard the eam and answers to the following questions: Is it mandated by county code that this function is done by the tax office or has it just been an ongoing decides they do they will do it the way they want. He suggested having follow-up on that but it would be helpful to him to know the answer to those questions. Mr. Stoy stated that they are looking at three different codes: County, Tax and Borough codes. He knows it has to The County should take the lead to do the legal research and report back to them. Ms. Continued on page 6 Gray responded that we can do that although she encourages each municipality to also talk to their own legal counsel. Steve Thomas, Planning Director, said that when this change was first brought up they scoured records and there is no official agreement that they can find. From the formal side they have not seen anything formal. Mr. Stoy suggests moving forward we should have something in writing. Anna Swailes commented that another concern she has is how the public would be notified. Through normal channels if someone throws something away because they think it's junk mail, this happens a good bit. Anita stated that she has a copy of what it would look like but it does state what it is on the outside. Before the meeting they were discussing that they are concerned that taxpayers are not receiving their mail right now. So that may not change with the current issues with the mail system. Chairman Keller suggests a combination of emails and announcements on the radio, press coverage and to do things reasonably without spending too much money. A balanced approach to this is to partner with the municipalities and tax collectors to get the word out. We need to figure it out together. Jodi Eiker from Hamilton Township said they have customers that surprised. Mr. Stoy stated that they have the same issue with their water and sewer billing. The customer always gets the late notice but never gets the first bill. The other thing he would like to discuss moving forward is that if this does go out to bid he would like to get a breakdown prior to any commissioner approval of the bid. He thought the savings would be more. There may be smaller municipalities that may cost them money depending on what those rates come in at. Is there any way prior to the board reviewing that they can get a cost breakdown so they can do some figuring on their own. Is that a possibility? Ms. Gray responded that the they could share the costs with him but could talk more of a way to make the municipality aware of the numbers for planning purposes. Mr. Stoy said the larger Keller said the Board will try to accommodate that request. Usually they receive bids on a Wednesday and they award or reject the bids the following week. He continued that one issue that has been raised is the advantage of greater efficiencies as far as less handling of boxes, envelopes and the bills that go out. There is the postage and printing which is 10% savings but there are the other efficiencies of fewer handling and less manpower which may be more of an advantage to the county then the tax collectors. He asked that they look at it from all angles. Commissioner Ziobrowski said he would like to ask Anita if this practice is done in other counties in PA and how it has worked out. Anita responded that it is done in other counties which were part of her research. It said that they have a large Amish community. She asked how we would notify the Amish community of this change. Ms. Gray responded that we would need to figure out and have a targeted plan if this happens and review it with Ms. Swailes to make sure it makes sense. Mr. Stoy thanked everyone for letting them attend and thanked Anita for thinking outside the box. His issue is he needs to save wherever he can. He Cobb from Lurgan Township said that the Amish have a hotline that gets out faster than Facebook, they would just need to get the information to the right person. Ms. Keller continued the presentation with some of the Tax Collector concerns: Regarding receiving copies of their bills yes copies can be provided of the bills. They would put return service on the return address. Will inserts be provided? Anita noted that they have a solution - there is a spot on some townships website where the information can be located an reminder notice envelopes. With respect to verifying the bills are correct before the Tax Office sends information to the printer they verify the amount, tax staff are fully prepared to verify before sending to the printer with this change as well. They can also send everyone a PDF to verify. Anita provided a copy of a current bill where no more Continued on page 7 columns can be added. She provided the proposed bill where the information can go document to show what the document is. She also provided a picture of what her hallway looks like during tax time and that her staff and tax collectors have to carry some proposed new tax bills will have the taxpayer ask for a receipt and Anita responded yes. Kathy Frazer asked if they have to bid every year and Anita confirmed that the bid process happens annually. She asked if there is a different vendor each year how can the bills all continue to look the same. Ms. Keller responded that her office creates and provides a PDF version to the vendor so they will always look the same. One of the attendees stated the revised bill looks easier to understand than the current tax bill. column Anita has shown is more understandable. She asked if there is a duplicate copy so they can keep a copy. Ms. Keller responded that yes the form is two parts. The top would be the bill and the bottom would be the property owner's copy. Mr. Stoy said he likes the design but asks if the box line can go down in the PDF design and not reinvent the wheel on the design. Anita responded yes. Commissioner Flannery thanked everyone and said that he appreciates all the tax collectors, townships and borough managers that participated today. The commissioners had a discussion about this with their concerns and that if this conversation would have happened some time ago they should have included them earlier. Chairman Keller echoes the comments of Commissioners Flannery and Ziobrowski and maybe if initiated it all over again they all their comments under advisement and they will make everyone aware when it will be on the agenda in the next week or two but will keep everyone in the loop. He encourages everyone present to walk around the building to say hello and get a look at municipalities. Chairman Keller responded that yes they will make that happen. Jody work begins. She needs them to understand this and that they do not cut their pay easier but he appreciates her input. The meeting was adjourned at 3:00 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