MINUTES

BOARD OF COMMISSIONERS	LOWER ALLEN TOWNSHIP
BUDGET MEETING	OCTOBER 18, 2021
The following were in ATTENDANCE:
BOARD OF COMMISSIONERS	TOWNSHIP PERSONNEL
Dean W. Villone, President	Thomas G. Vernau, Jr., Township Manager
H. Edward Black, Vice President	Erin Trone, Assistant Township Manager
Richard F. Schin	Richard A. Grove, Finance Director
Thomas H. Kutz	David Holl, Public Safety Director
Carolyn Holtzman	Rebecca Davis, Stormwater Program Manager
	Brad McCullough, Engineer/Public Works Director Donna Paul, Human Resources Coordinator Scot Emerson, Facilities Manager Mark D’Agostino, Highway Superintendent Tom Stambaugh, Parks Superintendent Charles Reynolds, Fleet Manager
	Michelle Kilgore, Recording Secretary

President Villone called the October 18, 2021 Budget Meeting of the Board of Commissioners to order at 7:02 PM.  He announced that Proof of Publication for this meeting was available for review.

President Villone asked Mr. Vernau to explain the budget timeline for the foreseeable future.  Mr. Vernau explained that if the Board is satisfied with the proposed budget at the end of this evening, then the Regular meeting of October 25^th could be used to officially place the budget on the table for public review for 20 days. Otherwise, the November 17^th budget meeting could be used to discuss any concerns related to the proposal and then the budget could be put on the table at that time.

 

BUSINESS PERTINENT TO THE TOWNSHIP

There was none.

 

BUDGET INTRODUCTION

Mr. Grove went over a summary of General Fund Revenues and Transfers.  He named Real Estate tax as a consistent source of revenue for the Township, regardless of the economy.  Earned Income, Local Service, Real Estate Transfer taxes, and Community and Economic Development revenues are now on track and strong after falling last year.  Federal Grants include the ARPA funding, but also consist of expenditure driven grants, and therefore Township project expenditures will offset this revenue.  Regarding Transfers out, Mr. Grove cited one stand-out item.  The MS4 Authority picks up costs for MS4 (415), Street Sweeping (431), and Storm Sewers/Drains (436).

 

402 – FINANCE

Account		Total New Exp, + / –	Justification/Reasoning
130 Salaries	Office Personnel	+ $17,200	Moved PT to FT employee to handle liens for Finance & SWA, in addition to other misc. assistance to Staff, benefit cost to be drawn from home account (SWA)
311 Professional Services	Audit/ Actuarial	+ $6,050	Majority of increase is from EMS Study
314 Legal Services	Legal Services	+ $2,270	Increased to cover Labor Attorney questions

 

400 – ADMINISTRATION

Account		Total New Exp, + or –	Justification/Reasoning
113 Salary	Salary, Commissioners	+ $5,580	Two Commissioner salary increases (based on update to 1st Class Twp Code)
122 Salary	Salary, Economic Development	+ $1,290	Trone salary increase, partially under Administration and other half under Economic Development (413)
131 Salary	Part Time	+ $1,450	Moved here from 400.317.  Part of payroll – not contract services.
450 Codification of Ord.	Code Review	$15,680	Review of Township Code for obsolescence and inconsistency

 

406 – HUMAN RESOURCES

Account		Total New Exp, + / –	Justification/Reasoning
130 Salary	Office	$7,300	New full-time administrative assistant budgeted in HR (20%)
156 Employee Benefits	Health Insurance	+ $15,390	HR Coordinator is joining the Township’s family coverage
312 Software & Licenses	HR Software	$2,350	New Edmunds HR module budgeted here. No previous HR software used.

 

407 – INFORMATION SERVICES

Account		Total New Exp, + / –	Justification/Reasoning
260 Minor Equipment	Minor Applications	+ $12,930	General Increase in license costs and # of licenses for Microsoft 365 and Endpoint Security
730 Capital Acquisition	Mach.,Equip & Vehicles	+ $30,000	Replacement of workstations, which have increased from 40 to over 70 Telephone system server is at end of life and must be replaced

 

409 – MUNICIPAL SERVICES

Account		Total New Exp, + / –	Justification/Reasoning
140 Salary	Labor, FT	+ $9,660	A 9-month (vacant) position in Public Works would be converted to FT.  That person would then work for Facilities Maint during the winter months & still be available for plowing
141 Salary	Labor, PT	– $8,530	Reduction in hours (see line above), dedicated to summer landscaping labor
142 Salary	Public Works	– $3,850	No time was being charged here by the Public Works staff, so this line item was zeroed out
260 Small Tool  & Minor Equipment	Minor Equipment	+ $1,400 + $1,000   + $1,100 + $1,200	Refrigerator replacement (one replacement per year) Cellular signal boosters (improve weak cell service in bldg.) Hands-free paper towel dispensers (Covid improvement, possible ARPA fund purchase) Clothes washer for 2nd floor needs replaced (13 yrs. Old, possible ARPA fund purchase)
373 Repair & Maint Svcs	Maint & Rep Buildings	+ $2,100 + $4,300 + $5,000	Carpet in 2 police dept offices to be replaced (lounge) Several key card access modules need to be replaced Roof repairs at the Municipal Services Center
730 Capital Acquisition	Mach., Equip & Vehicles	+ $300,000   + $40,950	Two HVAC roof top units (RTUs) w/ ionizer air cleaners. ARPA funding. Scot’s truck needs to be replaced.  Replacement would be a transit van.

 

409.260- Commissioner Kutz asked if replacement of more than just one refrigerator could or should be completed with this budget, knowing that economic conditions could dictate increased costs for these types of items over the next few years.  The consensus of the Board was to purchase the next two budget years’ worth of refrigerators with the 2022 budget in anticipation of continued increases in refrigerator costs going into 2023 budget.

 

434 – FLEET MAINTENANCE

Account		Total New Exp, + / –	Justification/Reasoning
260 Small Tool  & Minor Equipment	Minor Equipment	+ $2,000     + $4,600	The truck lift installed in the floor in 1990 is non-working & irreparable.  Cost is to remove the equipment & fill in the void. Portable hose crimper set.  This will be carried by the Fleet service truck for repairing hydraulic hoses on-site rather than having the truck or equipment brought back to the shop for hose repair.
261 Small Tool  & Minor Equipment	Vehicles, Minor Equipment	+ $4,950 + $3,825 + $3,300	Toolbox & air compressor for the service truck Mig welder and welding table Plasma cutter
421 Education	Training	+ $2,000	Increase in training for the mechanics

 

433 – SIGNALS AND SIGNS

Account		Total New Exp, + / –	Justification/Reasoning
730 Capital Acquisition	Mach., Equip & Vehicles	+ $20,000 + $12,500 + $6,000	Wesley & Royal flashing beacon (5-year plan) Century/Wesley traffic modification (5-year plan) Traffic signal generator

 

435 – SIDEWALKS, CROSSWALKS, CURBS

Account		Total New Exp, + / –	Justification/Reasoning
730 Capital Acquisition	Mach., Equip & Vehicles	+ $60,000	18th and Hummel pedestrian improvement (covered by grant money)

 

440 – HIGHWAY BUILDING

Account		Total New Exp, + / –	Justification/Reasoning
373 Repair & Maint Svc	Repair & Maintenance Building	+ $7,100 + $5,000 + $4,500 + $4,950 + $4,500	Sign shop double doors (last set to replace) Garage door / Bay 1 Replacement of office HVAC unit New security cameras, monitor, hard drive HVAC system for Fleet office

 

455 – STREET TREES

Account		Total New Exp, + / –	Justification/Reasoning
372 Dept Specific Op Supply	Maintenance, Trees	+ $5,000	Tree removal services, outsourced to contractors (work Township is unable to complete)

 

452 – GENERAL RECREATION

Account		Total New Exp, + / –	Justification/Reasoning
318 Professional Services	Other Professional	+ $55,000	Beacon Hill Park design study
371 Repair & Maint Svc	Maintenance, Grounds	+ $4,975 + $4,800 + $4,200	Power bed edger (18 yrs. Old – needs replaced) 10 Tennis court lights (carried over from previous year) Swing set (Pete’s Field)
730 Capital Acquisition	Mach., Equip & Vehicles	+ $60,230 + $40,000	Cedar Spring Run play structure Highland Estates play structure (est. 1995, becoming unsafe).  Coming out of P&R escrow fund.

452.371– Commissioner Kutz recommended a renewed discussion with Norfolk Southern regarding a pedestrian crossing, as the installation of the Cedar Run play structure may increase foot traffic in that area.

 

454 – LOWER ALLEN COMMUNITY PARK

Account		Total New Exp, + / –	Justification/Reasoning
371 Repair & Maint Svc	Maintenance, Grounds	+ $4,200	Swing set for tot lot
373 Repair & Maint Svc	Maint & Rep Buildings	+ $3,200 + $400 + $4,900 + $2,800	Two refrigerators for barn Two microwaves for barn Security cameras for the barn Siding for garage (carried over from last year + added expense
700 Capital Acquisition	Land & Improvements	+ $22,160	Pickleball court, upper pavilion
710 Capital Acquisition	Buildings & Improvements	+ $74,500	Barn roof replacement (metal)
730 Capital Acquisition	Mach., Equip & Vehicles	+ $20,000	X Mark mower (replacing a 2005 John Deere)

 

414 – MS4

Account		Total New Exp, + / –	Justification/Reasoning
131 Salaries	MS4 PT	+ $14,610	Part time administrative assistant position filled in 2021
Salaries	MS4 Other	+ $500	Stenographer
133 Salaries	Stormwater Inspector	+ $46,440	Position filled in 2021
313 Professional Services	Engineering & Archet.	+ $23,780	Professional services increased significantly to perform storm sewer television services and additional GIS services including mapping of infrastructure and associated support services. We have televised 12% of our stormwater infrastructure to date.
318 Professional Services	Other Professional	+ $100,000	See above
371 Repair & Maint Svc	Maintenance – Basins	+ $30,000	Maintenance of basins will increase due to maintaining 3 bioretention facilities (Public Works, Sheepford, and Moreland), and the rain gardens at MSC and Cedar Run Park.
450 Contract Svc Other	Codification of Ordinance	+ $2,500	There will be an ordinance revision required by our MS4 permit regarding illicit discharges and LID Development.
730 Capital Acquisition	Mach., Equip & Vehicles	+ $1,026,000	Basin Retrofit Projects – Sheepford West, Beacon Hill, UMHC, Bethany Village (survey, design, construction) Storm Sewer System Replacement – ~11,000 Linear Feet of storm lines and associated inlets

 

431 – STREET SWEEPING

Account		Total New Exp, + / –	Justification/Reasoning
245 Dept Specific Op Supply	Operating Supplies	+ $9,050	Increase in supply cost to maintain the street sweeper
Dept Specific Op Supply	Debris Removal	+ $15,000	Moved from sanitation to the street sweeping budget
374 Repair & Maintenance Service	Maint & Rep Equipment	+ $5,000	Street sweeper maintenance and repair costs previously in 434.374

 

436 – STORM SEWERS & DRAINS

Account		Total New Exp, + / –	Justification/Reasoning
245 Dept Specific Op Supply	Equipment Supplies	+ $7,000	Supplies to repair inlets have increased – proactive approach
313 Professional Services	Engineering & Archet.	+ $5,000	Survey and consultant services required for larger repair projects
650 Infrastructure/ Fixed Assets	Contractor Services	+ $10,000	Survey and consultant services required for larger repair projects
730 Capital Acquisition	Mach., Equip & Vehicles	+ $15,000	Storm sewer TV camera replacement

 

413 – COMMUNITY & ECONOMIC DEVELOPMENT

Account		Total New Exp, + / –	Justification/Reasoning
131 Salary	Office Personnel PT	+ $14,450	To add a part-time Administrative Assistant
244 Dept Specific Op Supply	Code Book & Publication	+ $1,000	Purchase hard copy set for new employee and new code regulations adopted in 2018
260 Small Tool & Minor Eqpt	Minor Equipment	+ $900 + $1,700	New monitor for CED conference room Car mounts for laptops
313 Professional Services	Engineering & Archet.	+ $50,000	Zoning ordinance rewrite – requested grant funding
316 Professional Services	ZHB Legal Retainer	+ $2,000	More meetings
317 Professional Services	Stenographer Services	+ $150	More meetings
340 Adv., Print., & Binding	Advertising & Printing	+ $300	More meetings
370 Repair & Maintenance Service	Maint & Repair Office Equipment	+ $1,500	Plotter/Scanner increase for maintenance on a two-year contract
420 Education	Dues, Sub., & Memberships	+ $1,300 + $150 + $500	International Codes Council- electronic subscriptions PennBOC – new employee membership APA – Memberships for Maggie
421 Education	Training	+ $1,200	Tuition Reimbursement:  For Maggie at HACC Architecture Diploma

 

Noting the time, Mr. Vernau suggested reviewing the “Other Funds” which include Street Light, Sanitation and Highway Aid at the next Regular Board of Commissioners meeting on October 25^th.

 

ADJOURNMENT

The Budget Meeting of the Board of Commissioners adjourned at 9:21PM.  The Board moved to Executive Session to discuss the soon-to-be vacant Engineer/Public Works Director position.