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:
- Information Services
- Public Safety
- 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.