MINUTES

BOARD OF COMMISSIONERS	LOWER ALLEN TOWNSHIP
BUDGET MEETING	October 17, 2022
The following were in ATTENDANCE:
BOARD OF COMMISSIONERS	TOWNSHIP PERSONNEL
Dean W. Villone, President	Thomas Vernau, Township Manager
H. Edward Black, Vice President	Erin G. Trone, Assistant Township Manager
Thomas Kutz	Richard Grove, Township Finance Director
Joshua Nagy	David Holl, Public Safety Director
Jennifer Caron	Rebecca Davis, Public Works Director
	John M. Eby, Building and Zoning Coordinator
	Scot Emerson, Facilities Manager
	Charles Reynolds, Fleet Manager
	Renee’ Greenawalt, Recording Secretary

 

President Villone called the October 17, 2022 Special Budget Meeting of the Board of Commissioners to order at 6:03 PM. He announced that Proof of Publication for this meeting was available for review. This was followed by a prayer and the Pledge of Allegiance. President Villone noted that Vice President Black was participating in the concurrent Development Authority meeting and will join the budget meeting later.

ANY BUSINESS PERTINENT TO THE TOWNSHIP:
President Villone noted that if anyone wished to speak at that time, there would be 15 minutes allotted per person to speak at the podium. There were none.

BUDGET INTRODUCTION
Director Grove presented a review of the financial status of the Township, noting the budgets for Police, EMS, and Public Safety, which make up more than 50% of the general fund budget, had been presented at the October 3, 2022 meeting. All had proposed budgets that complied with the fiscal resolution passed in 2020. No tax increases will be needed for 2023.

Director Grove said that the department budgets being presented at this meeting make up 45% of the General Fund budget. The MS4 fund is reimbursed by the Stormwater Authority, so the remaining items make up 36%. All areas comply with the resolution. Two remaining unknown figures are the worker’s compensation premiums and outstanding county grants for the radio project.

BUDGET DISCUSSION:
Director Davis presented the budget for the Public Works department, noting her presentation would focus on large increases and projects. She reviewed an organizational chart to help explain how the positions fit within the department. Next, she reviewed individual line items.

421 Yard Waste
421.387 Rentals: Slight increase of $1,540 due to the increase in the rental equipment fees charged by Cumberland County to grind, brush, turn and screen leaves.

430 Highway General
430.260 Minor Equipment: Minor increase of $3,210 for purchase of power hand tools and replacement batteries.
430.730 Machines, Equipment, and Vehicles: Capital Acquisition: $154,880 for radio replacements as part of the new county-wide radio project, $255,000 for the purchase of a large dump truck, $72,000 to replace the Ford-350 with plow, and $152,000 to replace another truck.

433 Signals and Signs
433.260 Minor Equipment: $1,800 increase to replenish supply of barricades and cones.
433.730 Mach, Equip & Vehicles: There is a carry over item from 2022 for a flashing beacon at Wesley & Royal since the project is not yet complete.

438 Highway and Bridget Maintenance
Director Davis noted an overall increase of $3,000 for an increase in supplies for vegetation control and pothole patching. There is also additional funding for equipment rentals for paving.

440 Highway Building
440.260 Minor Equipment: $3,900 for a copier replacement
440.710 Capital Acquisition: $50,000 for replacement of fuel island pumps and reporting system, $120,000 for a generator for the public works building (dependent on the county radio grant).

452 General Parks
452.371 Maintenance, Grounds: Increase of $2,450 for new more durable benches and picnic tables; bleachers at Pete’s Field; and new volleyball court sand for Wass Park.

President Villone asked about the significant employee benefits increases for health insurance, FICA, and pension transfer. Director Grove said the health insurance premium increased up 12.1% which is a large jump. The FICA rate did not change. A new valuation was provided for the pension costs. These increases will be applied across the budget.

454 Lower Allen Community Park
454.371 Maintenance, Grounds: Increase of $5,920 for bench replacements with polycarbonate material for longevity, three volleyball courts replacement sand, and edging, bleachers, BBQ grills replacement, ceiling tile replacements at the Barn, card readers for the Barn, and Barn door replacement.
454.370 Capital Acquisitions: $239,000 for parking lot paving, replacement of a tractor and Toro utility vehicle, as well as pond clean-up work.

414 Stormwater
Director Davis noted there are three departments that make up stormwater activity. Funds are transferred back to the General Fund quarterly. The departments are MS4, Street Sweeping and Stormwater and Drains. She also highlighted the addition of the Environmental Outreach Coordinator.
414.318 Other Professional: $58,000 for design services for three bioretention facilities as well as televising of the storm water pipes.
414.371 Maintenance – Basins: $55,000 for maintenance of bioretention basins. Additional facilities are being added.
414.730 Capital Acquisition: $34,000 for stormwater system long term repair and replacement and construction of four basins.

431 Street Sweeping
431.730 Machines, Equipment & Vehicles: $320,000 for the purchase of a new street sweeper.

436 Storm Sewers and Drains
436.245 Equipment Supplies: $5,500 for equipment, tools, and concrete for stormwater inlet replacements.
436.246 Material Supplies: $245,000 increase for inlet boxes and tops, stone, and stormwater pipe.

Commissioner Nagy asked if the grant funding does not come through, what is the backup solution for the generator need. Mr. Charlie Reynolds replied that the Township would have to rent a temporary generator. The existing generator is original to the building, circa 1990.

Commissioner Nagy asked Director Grove if there was a possibility to fund the purchase of the generator in the event the grant funds do not come. Director Grove indicated there would be funds available.

402 Finance and 403 Tax Departments
Director Grove noted that both are very small budgets with consistent services that are performed and the same from year to year so there are no significant increases.

400 Administration Department
Manager Vernau presented the budget, presenting the items that had changed significantly or are new. He noted no changes to personnel except for moving positions which will adjust the personnel line item slightly.
400.317 Stenographer services: increased by $950 in anticipation of public hearings related to codified ordinances.
400.318 Other Professional: $5,500 for website design.

President Villone asked if the new website redesign would support the interactive components for the various software products purchased previously to allow for more interactive capability of the website. Mr. Vernau confirmed that it would.

406 Human Resources
Mr. Vernau presented the budget and noted the recent moving around of staffing which impact the salary amounts.
406.131 Salary, Office Part-Time: $7,300 removed from item 406.130 and $13,280 added to 406.131 for a new, part-time employee.
406.260 Minor Equipment: $300 for a new office chair.
406.314 Legal Services: $10,000 for rewriting the Township Personnel Manual.
406.421 Training: $3,360 for employee compliance training software.

Vice President Black joined the meeting at 6:54 PM.

407 Information Services
407.260 Minor Applications: significant increase ($42,470 overall) in the network software licenses, including the backup software, Microsoft 365, network security licenses, and user security licenses. Mr. Vernau noted that staff was pursuing a grant to fund all or part of the security software. Cybersecurity liability insurance also increased.
407.318 Professional Services: $15,000 increase in 3^rd Elements Support Agreement for network engineer services. Their fees have not been increased since 2007.

409 Municipal Building
409.140 Salary, Labor Full Time: Mr. Vernau explained that one of the 9-month positions in Public Works was converted to full-time, adding $8,700 to the line item. The employee will work for Facility Maintenance during winter months.
409.260 Minor Equipment: $3,200 to purchase a ladder rack for the Facilities Maintenance van. $3,300 to purchase a robotic mower to maintain grass that will grow under the solar panel array. $3,600 for a Primex clock transmitter.
409.650 Contractor Services: $1,630 window washing contract. Prior contractor is no longer in business.

434 Fleet Maintenance
434.245 Operating Supplies: $2,700 increase in motor oil
434.260 Minor Equipment: $4,700 to replace oil hoses and barrel pumps for the oil feeder system, $2,600 for office desks and chairs.
434.261 Vehicles, Minor Equipment: $9,800 for a small mower lift, $2,500 for bulk diesel exhaust fluid (DEF) tank, and $7,500 to purchase a scan tool/tire sensor kit for heavy trucks and equipment.
434.420 Dues and subscriptions: $3,000 for Motorcraft Service, a web-based software for service bulletins, and wiring diagrams. This software is what dealerships use and would allow for more in-house repairs. $2,000 to purchase AllData software to support repair of heavy equipment.
434.421 Training: $3,500 for the cost of additional training for the mechanics.

413 Community and Economic Development
Director Trone reviewed the budget proposal for the department, highlighting significant changes. She shared an organizational chart to demonstrate structural changes and reassignment of duties.
413.122 Department Head Salary: decreased due to no longer including an engineer salary, which is now contracted.
413.130 Salary Office Personnel: decreased due to one less employee
413.131 Salary Office Personnel PT: one additional employee
413.133 Salary Code Enforcement: reduction, due to vacant position
413.136 Salary Building and Zoning: additional staff
413.190 Contract Labor: Increase of $10,000 due to the outsourcing of plan reviews. The increases are about 90% reimbursed by customers.
413.312 Software and Licenses: Increase from $17,500 to $35,000 for the Municity module purchase for customer portal in addition to the annual maintenance cost.
413.313 Engineering & Architecture: $50,000 for zoning ordinance rewrite with consultant
413.318 Other Professional: Digitizing files using ARPA funding
413.730 Mach, Equip, & Vehicles: $15,000 for office furniture replacement

Commissioner Kutz asked if the Zoning Ordinance rewrite would consider the Gettysburg Road Comprehensive Plan. Director Trone replied that it would. New zoning will require an amendment to the Comprehensive Plan.

In closing, President Villone thanked the staff for their preparation of budget materials.

ADJOURNMENT
At 7:38 p.m. President Villone announced the meeting adjourned.