MINUTES

BOARD OF COMMISSIONERS                          LOWER ALLEN TOWNSHIP

                          REGULAR MEETING                                           OCTOBER 5, 2020                              

 

The following were in ATTENDANCE:

BOARD OF COMMISSIONERS	TOWNSHIP STAFF
Dean W. Villone, President	Thomas G. Vernau Jr., Township Manager
H. Edward Black, Vice President	Erin Trone, Assistant Township Manager
Richard F. Schin	David Holl, Director of Public Safety
Thomas H. Kutz	Daniel Flint, Public Works Coordinator
Carolyn Holtzman	Leon Crone, Police Captain
	Richard Grove, Finance Director
	Julie Echterling, Recording Secretary

 

President Villone called the October 5, 2020 Regular Meeting of the Board of Commissioners to order at 7:00 pm.  After the Pledge of the Allegiance, he announced that Proof of Publication was available for review.

 

BUSINESS PERTINENT TO THE TOWNSHIP

There were no comments offered. 

 

CIVIL SERVICE ELIGIBILITY LIST – PERMISSION TO HIRE TWO OFFICERS

Director Holl discussed the request for hiring two officers based on the 2020 budget and an officer’s retirement.  The Police Department participated in the Consortium testing in August and a list of qualified candidates was approved by the Civil Service Commission on October 2^nd.  He stated the following three candidates were eligible:  Neil Chimel-Freeburn, Robert Fitzkee and Michael Lightner.  He noted the fourth candidate Cameron Flinn would move up to the top three should one of the top three be appointed to the position of officer.  His memo outlined the backgrounds of the candidates. 

 

President Villone asked Director Holl to speak about the intent of the officer’s hiring with the Ad Hoc Report and budget.  Director Holl spoke about an officer’s retirement in May and how it couldn’t be filled then as there wasn’t an active list available.  In addition, Officer Walters, who is still in training, was deployed and isn’t expected back until late November.  He spoke about the effects of COVID on the hiring which delayed the hiring from July to now. 

 

Captain Crone discussed the complement of officers being down two officers.  He spoke about the March Consortium being canceled because of COVID and being rescheduled for August.  He spoke about the net savings of hiring the officers in November versus July of being $140,000.  He spoke about the Ad Hoc Report which recommended hiring an officer in 2020 and another one in 2021.  He stated they have a list of 10 officers.  He spoke about the process of obtaining the list of candidates and how some of the candidates are high on other municipalities’ hiring lists.  He noted only one new officer would be added through this hiring, as the other officer would be filling the retired officers’ position.  He stated Lieutenant Thomas is retiring in April 2021 and will need to be replaced with the hiring of an officer.  He spoke about how delays in hiring would create issues with the candidates being available and the training of too many officers at one time.  He stated the next Consortium would be March 2021.  President Villone asked Captain Crone if the conditional offers being requested is for the 2020 budget and Captain Crone stated yes.  Vice President Black asked if this list is the best of the best.  Captain Crone stated they are the ones that tested the highest.

 

Vice President BLACK made a motion to authorize Director Holl and Captain Crone to make offers to two officers from the list put before us tonight.  Commissioner SCHIN seconded the motion.  Motion carried 4-1.  Captain Crone noted that the motion needs to direct them to make an officer from the list in the order approved by the Commission. 

 

Vice President BLACK made a motion to authorize the Director and Captain to make an offer to the two candidates in the order they appear on the eligibility list from the Civil Service Commission.  Commissioner SCHIN seconded the motion. Motion carried 5-0.

 

INTRODUCTION TO BUDGET:

Mr. Grove introduced the draft of the 2020 budget.  He discussed the budget policy which did not anticipate a tax increase in 2021, but rather draw down the Fund Balance to balance the budget.  He also discussed the limits of budget growth placed on departments.  He noted all parts of the resolution are met this year.  He expects there to be a need for a tax increase in 2023 or 2024.  He noted the following items for the 2021 presented budget:

• There is less capital spending
• Expenditures have slowed.
• There is a bond refinancing
• A 2.4% salary increases for Staff and a 2.75% for Police have been added to the budget. He noted this is up to the Board to decide these numbers and can be changed.
• Currently the budget has a $135,000 deficit which will probably change as the budget changes.
• Worker’s compensation costs are up.
• Healthcare costs are down.
• Half of Mrs. Trone’s salary is moved from Administration to CED and one third of Mr. Flint and Mr. Magatz’ salaries moved to Stormwater.

Commissioner Kutz doesn’t want to be resigned to the fact a tax increase may be required for 2023-2024.  He asked Mr. Grove to tell them what it would take for there not to be a tax increase.  Mr. Grove spoke about the resolution and following the long-term plan.  He noted the only way to possibly avoid a tax increase is to cut services.  Chairman Villone asked what the General Fund balance is at now.  Mr. Grove spoke about having $5 million and the 15% fund balance requirement.  He stated it currently is around $7 million.  Commissioner Holtzman noted she is not for furloughing employees in cutting services.  Mr. Vernau noted that the highest expenses in the budget are employees.  He noted if you cut services you cut employees.

 

400-ADMINSTRATION – Mr. Vernau:

Account			Justification/Reasoning
122	Salary Eco Dev	($46,900)	Half of Mrs. Trone’s salary is moving to CED.
318	Other Professional	$6,000	For redesigning the Township’s website which would provide more user-friendly areas for residents.
450	Cod. Of Ords	$15,680	This service would review all the ordinances and get all the codes up to date with federal/state regulations.  It would identify ones that could be removed.

 

402 – FINANCE- Mr. Grove:

260	Minor Equipment	$1,200	Check Scanner – scan all the checks versus running to bank daily.  In the end, it will save money and employee time.
311	Audit & Actuarial	$7,060	Single Audit – HATS/Stormwater grant – required for grants being received.

403 – TAX – Mr. Grove:

• Grove noted nothing has changed in this category.
• Commissioner Kutz asked about the $7,500 paid to the tax collector. Vernau said it was $10,000 a few years ago but reduced when the Township abolished the Per Capita tax.  Mr. Miner noted the salary can’t be changed until the next election year.  Chairman Villone mentioned legislative bills that would allow tax collection to be done in-house or outsourced. Discussion ensued.  Commissioner Kutz asked that this be discussed at a later time.

 

406-HUMAN RESOURCES- Mr. Vernau:

• He noted there will be an increase in testing for the lieutenant promotion budgeted for 2021.

 

407-INFORMATION SYSTEMS- Mr. Vernau:

• He was unable to meet with IT before the meeting and this budget will be presented at another meeting.

 

409: – MUNICIPAL BUILDING – Mr. Vernau and Mr. Emerson:

260	Minor Equipment	$1,400   $1,000     $4,400       $1,380     $1,250	Water fountains with bottle fillers   New refrigerator -continuing to replace 12-year-old refrigerators in the building – one per year.   Security cameras-currently have 3 systems for cameras with the goal of having one system.  Discussed location and needs.  In 2020, first floor cameras were replaced.    Touchless kitchen faucets-continuing with less surfaces to touch with COVID guidelines.   EMS Office lighting
373	Maint & Repair Building	$3,100   $4,800         $4,800	System for tracking requests and maintenance of building   Card access system is 12 years old – need new system which can provide automatic updates.  Discussed the change from purchasing systems which become obsolete to leasing items to keep updated.   Dryvit Repairs & Maintenance-minor cracks that need to be sealed and painted before more damage takes place.
730	Machinery, Equip, & Veh	$100,000       $25,000       $36,000         $19,500	Replace rooftop A/C Unit #1 is running at ½ capacity and has had a lot of issues.  The other two units are running at 100% capacity. Sign Board-12 years old and components can’t be replaced.  Board and staff discussed if the electronic board is necessary and worth replacing.  This was flagged as an item to discuss at a future meeting.   Gorgas A/V System-Chairman Villone asked if this could be done this year versus next year as he has heard from residents about wanting to see and hear the meeting.  With COVID and people staying home, this would be beneficial.  Discussion ensued.  Mr. Vernau will get bids for the system. Concession Deck-belongs in 454 LACP Park and not in this section.

 

414 – MS4- Mr. Flint:

130	Salaries	$14,230     $23,400	Mr. Flint spoke about the splitting of the time with his Engineer time and Engineer Tech which is tracked by timesheets.    This is a placeholder for a summer intern to help if needed.  This person wasn’t hired in 2019 or 2020.
260	Minor Equip	$1,000 $1,500	iPad for helping with field inspections. Vacuum for pervious asphalt pathways/trails-attachment for Public Works equipment
318	Other professional	$15,000	Consultants-placeholder if needed.
371	Maintenance – Basin	$7,500	Maintenance costs.
730	Mach, Equip	$100,000 $400,000 $150,000	Bioretention design & permitting Bioretention basin  construction Stormwater system long term repair, replacement

*Note* All MS4 costs will be covered by our Stormwater Fee revenue

 

421-YARD WASTE – Mr. Flint

245

Operating Supplies

$2,000 $62 $154 $1,326

Clutch & PTO Assembly Impeller Keys Bushings Suction Nozzles parts to be replaced for the leaf pickup

 

430-HIGHWAY GENERAL – Mr. Flint with Mr. Reynolds and Mr. Harshbarger

313	Engineer & Archet	$19,000	GIS update needed.  He noted there would be a demonstration of the system for an upcoming BOC meeting.  He spoke about all the things it can do for the Township with tracking including stormwater, signs, and streets.  He spoke about the advantages to the system versus the current system.
730	Mach, Eqpt, & Vehicles	$140,000   $226,000     $40,000 $34,000	LA-6=Replace 2006 Skid loader   LA-9=Replace 2005 Dump Truck-could save $40k if change to single axle versus dual.  Used to salt state roads.   LA-75-Replace 2006 pickup truck LA-10=Replace 2010 pickup truck These purchases are in the Capital Plan and would be financed through the CIPD fund.  The suggestion of leasing a backhoe was discussed and how it would be an issue with trying to secure one when it was snowing.  Staff spoke about the maintenance and parts replaced on these vehicles and it being time to replace them.  Staff time was discussed with smaller trucks and plowing and salting the roads.  It was noted that Public Works has 19 total vehicles and all of them can be used for plowing.

 

431-STREET CLEANING – Mr. Flint

245

Operating Supplies

$3,150

Sweeper pickup head repair – includes a fan which accounted for the increase in this for 2021.

 

 

433-SIGNALS & SIGNS – Mr. Flint

260

Minor Equip

$995

Line Eraser Blades-10 years old and hasn’t been replaced-this is a placeholder – just in case the blade is needed for 2021.

 

434-FLEET MAINTENANCE –Mr. Vernau & Mr. Reynolds:

261	Vehicles, Minor Equip	$3,300	Overhead lubrication System-will save $300 a year with this system versus buying oil by the case.
420	Dues, Sub & Maintenance	$6,200	Emaint-Fleet & Facility Software
730	Mach, Equip, Vehicles	$38,000	Replace Fleet Truck-2005 Ford F350-rusted and won’t pass inspection.

 

435-SIDEWALKS, CROSSWALKS, CURBS –Mr. Flint:

245

Equipment supplies

$1,500

Flaggers for major intersection work.

 

436-STORM SEWERS & DRAINS – Mr. Flint

730

Mach, Equip, Vehicles

$8,500

Mower Attachment-needed for retention ponds. He noted all items in this section (436) are covered by stormwater fees.

 

438-HIGHWAY & BRIDGE MAINTENANCE – Mr. Flint

• He noted all was the same for 2021.

 

440-HIGHWAY BUILDING –Mr. Flint, Mr. Reynolds, and Mr. Harshbarger

220	General Exp	$920 $550 $475	Leak and line testing Cathodic Test UST Facility Inspection. They spoke about the testing that needs to be done for the gas pumps.
260	Minor equip	$1,500 $2,400	Replace 20-year-old refrigerator Ice Machine- use to fill coolers for water and such for onsite work versus bags of ice.
373	Repairs & Maint Building	$1,500 $3,295 $3,230	Replace Office Floor Storage Door Garage Door Bay 16 They noted these doors are from 1990 and need to be replaced.

 

452- GENERAL RECREATION – Mr. Flint & Mr. Stambaugh

260	Minor Equip	$2,200	Infield machine trailer
371	Maintenance Grounds	$4,800 $4,900	10 Tennis Court lights – Wass Park Replace bleachers – Wass Park
730	Mach, Equip, Veh	$6,200	Pete’s Field pavilion roof replacement-this is in the capital plan.

 

454- RECREATION – LACP– Mr. Flint & Mr. Stambaugh

371	Maint -Grounds	$3,400 $4,900 $3,500       $4,900	Stump Grinder- Replace bleachers for softball field Electrical Panel-Pond/Dog Park-They spoke about having power to the pond which could allow less chemical treatment of it.  This would also allow power to the dog park.   Stairs from Field #2 to Lot-Stairs are wooden and need to be replaced if they are needed.  The Board and Staff discussed if the steps were necessary and potential issues with the need for a ramp.  The need for these will be discussed with staff.
372	Maintenance Trees	$4,000	Added $100 to the 2021 budget for contracted tree trimming for trees for removal of large trees.
373	Maint & Rep Building	$3,000 $3,000 $2,800 $4,200	3 vandal resistant sinks/faucets LED Lights for the barn upper/lower Siding for garage Door for barn -bathroom entrance.  This is for one door that would have timed locks.

 ADJOURNMENT

The Regular Meeting of the Board of Commissioners adjourned at 8:33 pm.