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Home»Board of Commissioners Minutes»Board of Commissioners
10-19-2020 Budget Meeting Minutes

Board of Commissioners
10-19-2020 Budget Meeting Minutes

MINUTES

BOARD OF COMMISSIONERS                          LOWER ALLEN TOWNSHIP

                  BUDGET MEETING                                               OCTOBER 19, 2020                            

The following were in ATTENDANCE:

BOARD OF COMMISSIONERS   TOWNSHIP STAFF
Dean W. Villone, PresidentH. Edward Black, Vice PresidentRichard F. Schin Thomas G. Vernau Jr., Township Manager                      Erin Trone, Assistant Township ManagerRichard Grove, Finance Director
Thomas H. Kutz David Holl, Director of Public Safety
Carolyn Holtzman Daniel Flint, Public Works Director
Leon Crone, Captain, Police Department
Tony Deaven, EMS Captain
Frank Wirth, Fire CaptainJohn Eby, Building and Zoning CoordinatorFrank Williamson, Fire Chief Lisburn Fire Co

Dave Murdoch, Fire Chief Lower Allen Fire Co

Tina Thomas, Recording Secretary

President Villone called the October 19, 2020 Budget Meeting of the Board of Commissioners to order at 7:04 pm.  After the Pledge of the Allegiance, he announced that Proof of Publication was available for review.  Vice President Black from the Development Authority meeting at 7:11 pm.

 

BUSINESS PERTINENT TO THE TOWNSHIP

There was no response from the audience.

MEETING MINUTES

Commissioner SCHIN moved to approve the minutes from the October 5, 2020 Budget Meeting with a correction, and Commissioner KUTZ seconded the motion. Motion carried 5-0.

BUDGET DISCUSSION

Mr. Grove said the budget deficit is currently at $321,400 following some changes from the previous budget meeting. He said that some of the things that have caused the change are workers compensation, financial computer software, and salaries switching between Community Development and Public Works, as well as last minute budget additions. He and Mr. Vernau will look for additional savings to offset the deficit. Mr. Grove noted that actions which cause increases happen the year before the increase. Mr. Vernau specified that the actions referred to are the hiring of personnel. Mr. Grove said that service level increases will lead to financial needs which in turn lead to tax increases. Mr. Vernau added that either a budget with a deficit can be adopted or they must look for things to cut to save money. Tonight’s budget discussion will include the following items:

  1. Information Services
  2. Public Safety
  3. Community and Economic Development

407-INFORMATION SERVICES

Account $ Justification/Reasoning
260Minor Applications Endpoint Security Level III $18,480 Endpoint Security Level III Licenses, in addition to $14,000 / year for Level II; provides better malware protection. Third Element trying to move clients to this
User Mailboxes  $2,400 Email-only licenses for Twp users who do not need full MS365 licenses
318Professional Services Township-wide Database Update $4,500 Upgrade Township-wide database of addresses; current one is built on an out-of-date platform and is difficult to maintain.
Disaster Recovery $2,400 Ongoing effort in conjunction with Emergency Planner’s EOP
730Equipment Server Replacement $8,500 Current server is 6 years old; due to be replaced


Public Safety

Director Holl provided a PowerPoint of Public Safety’s budget. He said that in each discipline, the Captains have worked to maintain the 7.5% cap set by the Board and collectively met a 4.97% overall General Fund average.

Percent Change in 2020-2021

Department General Expense Capital Adjusted GF Bottom Line
PD 3.2% -5.5% 3.5%
EMS -11.4% -100% 7.1%
Public Safety 8.9% 25.0% 8.7%
Combined PS Budget 1.1% -60.5% 4.97%


Mr. Holl said that EMS expenses were greatly affected by the COVID-19 crisis with PPE and equipment needs. He noted that COVID-19 provided some savings with positions not filled, training not scheduled, and public service events canceled.

415 – PUBLIC SAFETY

Account $ Justification/Reasoning
131Salary Part-time Planner Proposal $16,276 $15.24 / hour ($15,900) to $15.60 / hour ($16,276)
132Salary Full-time Public Safety Officers  $27,382 Compliment of 6 PSOs parity adjustment
133 Salary Code Compliance / Fire Inspector ($6,190) Amount was set too high in 2020
149Salary Part-time Public Safety Officers $13,740 Part-time Public Safety Officers (990 hours) to provide 24/7 PSO coverage; 1490 hrs at $17.37/hour totals $39,630 to cover 2200-0600 Sun – Thurs nights
231Gasoline Gasoline ($1,000) Reduced patrol travel expenses due to PSOs shifting to fire and EMS duties
260 Minor Equipment  NAS DriveDual Lens CameraFlow Meter

2 iPads PS vehicles

$1,500$2,700 

$3,000

$3,000

Needed to support cameras for bldg. security projectMutual project with CD; security for rear parking area on fire sideFlow testing of fire nozzles

iPads with mounts; county dispatch going to iPads

 

312Service Bureau GIS ProjectConsulting Fee 

Consulting Fee

$19,000$2,000 

$6,000

Mutual GIS project with CD1st phase of study Fire & EMS station funded for $8,000 in 2020 budget but $6,000 not spent2nd phase of study to be completed in 2021
321 Communications Expense Vendor FeesReGroup $880$7,866 Increased prices from vendorsLA Alerts software upgrade; used by all depts
420Dues, Membership Publications ($250) Codes Coordinator / Fire Inspector Publications
421Training Training $2,500 Intl Code Council and PennBOC Conference fees for Bill Yeagley; Comm. Kutz requested cost breakdown
730Mach, Equip, & Vehicles Preemptive device $12,500 Preemptive devices for Hummel Ave, 18th St., and 17th St. Will be three intersections for cost of one and a half. Capital Budget Item

Mr. Holl noted that there are no increases in uniform purchase, uniform maintenance, office supplies, emergency management, operating supplies, public relations, legal services, radio maintenance, and general expenditures.

Mr. Vernau asked why there is a request for emergency planner salary if Mr. Strawser is leaving. Mr. Holl said that he is considering staying on as a part-time consultant. Mr. Vernau asked who has been doing the duties of the Fire Assistant position which was not filled due to COVID. He was told that the duties have been spread out over numerous current employees. President Villone thanked Captain Wirth for his work in implementing the part-time PSO program.

 

412 – EMS                                         * Increases due to the COVID-19 Pandemic

Account $ Justification/Reasoning
140Salaries  ALS $20,550 ALS line increased due to EMT Chambers becoming a Paramedic which transferred his salary to another line
192Uniform Maintenance UniformPurchase $6,000* Increased from $2000 to $6000 due to COVID-19 requirements to reduce cross contamination; will continue in 2021
226Cleaning Supplies EMS Cleaning Supplies $500* Increased infectious disease requirements for ambulances and surfaces due to COVID-19
243Medical Supplies ALS and BLS Supplies $2,250* Price increases for gloves, gowns, N95 masks, etc. due to COVID-19
246 ALS Medications ALS Medications $5,000* Increased due to COVID-19 supply chain and manufacturing challenges
318Other Professional Fees $3,000* DOH budget cut defunded cost sharing of ESOAlpine Subscription Software (split with LAFD)
421Training Adult simulation mannequin $2,000* Limitations now exist on sharing equipment due to COVID-19; annual skill competency required by DOH on high risk procedures
260Small Tool, Minor Equipment Minor Equipment $2,000 Increase for patient care and treatment initiatives; were deferred from 2020.
321Communications Communications Expense $880 Rig phone and iPad for squad for new CAD and patient charting
375 Maint and Rep Vehicle Unanticipated Vehicle Repairs $4,000 Addition of front liquid spring to ambulance 274 for patient comfort; cost split with fleet.
312Services Bureau Professional Services $1,500 Medical Director; contractual programmed increase
340 Advertising & Printing Advertising & Printing $350 Increase due to vendor price increase

Director Holl spoke about the 2020 EMS budget absorbing most of the COVID-related expenses. There are some grants available to help offset costs. An EMT position remained unfilled and $24,200 in general expenses were deferred to 2021. Addition of a full-time medic was deferred by an existing full-time EMT who used professional development to become a paramedic and using staffing adjustments. Mr. Holl said that the overall EMS budget increase from 2020 to 2021 is 7.1%, or $171.890.00

Mr. Holl listed the following budget line items with no change or a decrease:  staff physicals, uniforms, office supplies, forms, general expenditures, fuel, oxygen, CPR, legal services, postage, repair and maintenance service, and dues/memberships. In response to Vice President Black’s question, Captain Deaven said that mandatory staff physicals will be reinstated.

President Villone asked if some of the COVID-related costs would be reimbursed and Mr. Vernau said that the Township has received a CARES grant through County and that we will apply for a grant from FEMA. Costs that will also be hitting the 2021 budget are things that were deferred in 2020. President Villone referred to EMS revenues that are changing not related to COVID. Mr. Vernau said that the general fund is subsidizing the EMS service. The hope is to be able to charge more per call for paramedics.

Under Capital, Mr. Holl noted that the EMS Capital Budget was revised and reduced by over $400,000 between 2021 and 2025 as a result of improved planning, equipment selection, and vehicle replacement schedule.

410 – POLICE

Account $ Justification/Reasoning
124Salary Salary, Lieutenants $14,000 Promotion to a LT position and 3 months on-the-job training for a second LT
132Salary Salary, Patrolmen $66,690 Total of raises for patrol and ½ year police officer salary & benefits to be hired July 1, 2021; completes Ad Hoc recommendation with 5 officers/platoon
191Uniform Purchase Uniform Purchase 8,690 Covers pants, shirts, ballistic vests, helmets, gas masks, civil disturbance PPE, hard hats, bunker boots, gas mask bags, & CSO jackets
242Ammunition and Targets Ammunition & Targets ($500) Decreased
245Operating Supplies Operating Supplies $2,250 Replace four older taser units$1600 for cabinet filters
260Minor Equipment Minor Equipment $22,500$12,000$500

$680

$2,700

$600

Multi-camera upgrades for police cars (3)Mobile computer replacements (4)Kick shields/pads

Camera Lens Refurbish

Security Camera for rear PD parking lot

Sandbags

318Other Professional Investigative Expenses $1,760 Cell Tower Data Dumps increased from $500 to $1500; necessary for investigations
375Maint &Repair Vehicle Maint &Repair Vehicle $3,500 Watchguard car & room video systems need to be replaced; item will be less in 2022 due to upgrade
421Training Tuition Reimb. & other training $7,120 Anticipate 5 officers seeking tuition reimbursement at $4,000 each; increase in supervisory training due to promotions
730Mach, Equip, & Vehicles Mach, Equip, & Vehicles $58,000$45,000 

$32,000

One marked patrol car replacementBody worn camera system; $52,000 grant money is available; additional server data space neededCAD interface –sends records to CODY; may be less

Commissioner Kutz asked about the possibility of hiring a School Resource Officer position instead of a patrol officer in 2021. Captain Crone said that while this would be an increase in service levels and great for the schools, that officer would not be available to assist with calls or for covering vacations. Director Holl added that there would need to be support from the school district for this to happen. He said it would be more complicated with having a high school in Lower Allen Township and one in Fairview Township. Commissioner Kutz hopes to look into this after the budget process is complete.

416 – LISBURN FIRE COMPANY

Chief Williamson noted that the budget decreased $4,000 due to the purchase of tires for a fire engine. There are no significant additions or changes to the 2021 budget.

411 – LOWER ALLEN VOLUNTEER FIRE COMPANY

Account $ Justification/Reasoning
260Minor Equipment Minor Equipment No change Cuts were made to keep budget in 2.5% growth limit; will be added back into 2022 budget
312Services Bureau Alpine Software $6,700 Additional 6 months maintenance for Alpine Software Used by Fire, Fire Inspectors, and EMS
340Advertising & Printing Advertising & Printing $3,580 Advertisement for engine sale; noted that sale is being deferred so advertisement cost not necessary
362Gas Utility Station 2 $500 Due to increased costs and usage in 2020
366Water Station 2 $400 Due to increased costs and usage in 2020
373Maint & Repair Bldg. Station 2 maintenance $4,900 Multi-year reoccurring maintenance items due for repair; offset by cuts in minor equipment line item
720Furniture  Station 2 Fire Gear Lockers $7,810$6,520 Station 2 wall mounted gear lockers (36)Locking boxes for gear lockers both stations (52)Capital Budget Item
730Maint, Equip & Vehicles Alpine Software / CAD System $1,990 3 year purchase implementation of Alpine RMSOption for better interface with new County CAD system

Chief Murdoch said that the 2021 operational budget for fire stays below the 2.5% growth rate as requested by the Board of Commissioners.

413 – COMMUNITY AND ECONOMIC DEVELOPMENT

Account $ Justification/Reasoning
122Salary Dept Head Salaries $84,250 1/2 salary of Mrs. Trone moved from Admin to CED: 1/3 salary of Mr. Flint from Public Works to CEDNot an increase, just a transfer between depts
132Salary Engr. Tech Salary $18,040 1/3 salary of Mr. MaGatz moved from Public Works to CED
133Code Enforcement Salary $24,330 1/2 salary of Ms. Cruz moved Building & Zoning to Code Enforcement
190Contract Labor Contract Labor (Did not replace Comm Bldg. Inspector) $17,000 Outsourced plan reviewCommercial electrical inspections
312Service Bureau MunicityMunilogic $15,500$3,000 New software to be implemented by first quarterContinue old software for 3 months overlap with new
313Engineering & Architect GIS $15,500 Uses a business analyst to research housing & population trends, blight hotspots, sidewalk conditions, and economic conditions
260Minor Equipment Copy Machine $4,162 Current copier no longer functioning; needed to assist customers
730Mach, Equip & Vehicles Vehicle Replacement $30,000 Replace 2005 Ford Explorer Sport Trak with 2021 Ford Ranger with cap: anticipated resale value of $4,000. This is a Capital Budget Item

 

Mrs. Trone spoke about reorganization that has taken place within CED this year, based on where employees are spending their working hours. She said salaries were divided between departments for herself, Mr. Flint, Mr. MaGatz, and Ms. Cruz. Mrs. Trone also said that following the departure of the commercial building inspector, a decision was made to outsource commercial plan review and inspections. This has not cut back on work for the CED Department as commercial customers still come in with questions. She said they may be looking to fill this position next year.

 

Commissioner Kutz asked why the choice was made to replace the 2005 Ford Explorer with a 2021 vehicle. Mrs. Trone said that this is usually done because new vehicles come with warranties and require less maintenance. Sale of the vehicle being replaced is also applied to the cost of the new one.

 

OTHER FUNDS

Mr. Grove spoke briefly about Other Funds. He said nothing changed with street light rates and refuse costs increased with the new contract. Mr. Grove noted that there is no paving planned for next year that would affect highway aid, and debt service does not change.

 

BUDGET SUMMARY

Mr. Vernau said that the additional scheduled Budget meeting would be necessary for further discussion.  He said that it comes down to two choices:  1) Find things to cut, or 2) Adopt the budget with a deficit. He said that there is room to spend without endangering the fund balance and keeping it above 15%.

 

Mr. Grove commented that the actions the Board has already taken will require a tax increase or significant service decrease within the next few years. He said that the General Fund fund balance is in excess of what is needed to weather a recession without raising taxes, to meet the 15% reserve policy, and to have sufficient reserves to maintain a strong bond rating. He reminded the Board of the resolution passed earlier this year, which outlined a drawdown of up to $1 million of the excess over the next five years. Mr. Grove pointed out that Public Safety (account 415) has exceeded the 7.5% spending limit and will have to reduce spending to that level, while the excess spending in Codes was due to transfers of labor costs, not an increase in the total budget.

 

Mr. Vernau would like the Commissioners to look at the line items and decide if anything can be cut or deferred. The items can be discussed at the next meeting.

 

ADJOURNMENT

The Budget Meeting of the Board of Commissioners adjourned at 10:15 pm.