Special Meeting October 17, 2018

Transcription

1 Special Meeting October 17, 2018 BOS Meeting October 17, 2018 The Special Meeting of the Washington Township Board of Supervisors was held on October 17, 2018 at 9:00 am in the Municipal Meeting Room. CALL TO ORDER: Chairman Smith called the meeting to order at 9:02 am. In addition to the Chairman, Vice Chairman Hess was present. Supervisor Diehl was absent. Also present: Bookkeeper Sue Scallon, Police Chief Scott Miller, Road Department Foreman Lee Messinger, and Secretary/Treasurer Gail Putvinski. There were zero (0) people in the audience. PLEDGE OF ALLEGIANCE: Recited. EXECUTIVE SESSION: Chairman Smith reported that an Executive Session was held from 8:40 9:00 am this morning to discuss a personnel issue. The attendees included Chairman Smith, Vice Chairman Hess and Secretary/Treasurer Gail Putvinski. CORRESPONDENCE: 1) None PUBLIC COMMENT: None BOARD OF SUPERVISORS: Robert Smith 1) 2019 Budget Gail Putvinski reviewed the layout of the DRAFT budget document dated 10/16/18. The DRAFT budget contains actual data for 2014, 2015, 2016 and It also contains the Budget for 2017 and 2018, the actual year-to-date value as of 9/30/18, the estimated remainder for 2018, the projected end of year for 2018, and the estimated BUDGET amount for The last column represents request items. The focus for this meeting is the 2019 Budget. Gail Putvinski explained that a series of budget activities have been completed while others are still pending. Notices were sent to the legal counsels regarding continuation of service and cost. Both stated interest in being re-appointed at the same hourly rate. All departments were asked to provide budget input. A review was held with the Chief of Police and the Road Foreman. Both supported the content of View 1 for their respective sections. A review with the Acting Zoning Officer, Tina Serfass, is still pending. Tina Serfass shared that she has some suggested modifications that require input from the Board of Supervisors. Real Estate Assessment value from the County as of 9/30/18 is pending. The Engineer and SEO confirmed interest in being re-appointed. In addition the Engineer submitted; MS4 project estimate and a proposal of minor rate increases for engineering fees. Some minor changes were also recommended to the Township fee schedule. The insurance broker will be contacted and asked for input regarding estimated insurance increases. The Township transitioned to a new carrier for Workers Compensation insurance in an effort to reduce costs. The Draft was developed by Gail and Bookkeeper Sue Scallon using history and data received to date. The DRAFT budget to be discussed today is a starting point and will change as we receive additional information.

2 Gail stated that this view, View 1, has a negative Net Income of -$376,359 in the 2019 Budget column. Last year the projected deficit was negative $364,941. The Board agreed to use the fund balance to cover the deficit last year. Assuming the NET INCOME for the Projected End of Year for 2018 is relatively accurate there is an estimated deficit of $95,172 in Gail Putvinski reviewed the content of each of the income and expense categories in the 2019 Draft General Fund budget (View 1) Real Property Taxes: A minimal increase was projected for the budget Local Enabling Taxes: The bottom line of this category was increased from $49, to $50, Real Estate transfers have been high the last few years Licenses and Permits: The category amount is slightly lower than last year based on projected 2018 end of year Street & Moving Permits: The Street and Driveway line item was decreased minimally based on projected 2018 eoy. The high volume in 2017 is attributed to a number of driveway permits by RCN that is not expected in the future Police Fines: Last year Police Chief Miller asked that new items be added to this section to provide for more accurate tracking. The department is experiencing an increase in fines. As a result, the budget for 2019 is estimated at $13,100 up from the budgeted amount of $8,800 in Forfeits: No dollars allocated Interest Earnings: The 2019 budget amount was raised to $2,500 from $2, Rents & Royalties: Due to plans to implement Phase II in the Recreation Complex the amount for rental of the fields for farming was decreased to $1,000 pending additional input from Recreation State Capital & Operating Grant: DER Performance Grant is for recycling. This grant was previously done in house. A few years ago we partnered with other municipalities and hired Hough Associates to complete a joint grant. That resulted in a significant increase in funding. However, the joint process is no longer allowed and the Township is again completing the grant application in house. The estimate for receipt in 2019 is $6, State Shared Revenue: The 2018 budgeted amounts were repeated for As a reminder the total Fire Insurance amount is distributed to the Fire Company upon receipt. The number in this section matches the payout in expenses SALDO & Zoning Fees: This section needs additional work. The estimates for the 2019 budget are more aligned with the estimated end of year for Permit and Fees: Approximately ½ of the income in this section is from the Perc and Sewage Permits. The SEO recommended some minor changes to the fee schedule. As a reminder the Board authorized the SEO to send out letters for additional inspections late this year. This may result in a greater increase in the sewage permits. The budgeted amount for 2019 is reduced in the building and compliance items based on the projected eoy for Sanitation: This was used in the past to address administrative support for the garbage fund and associated work with the residents and contractor. We have not taken a fee from the garbage account in several years Recreation Fees: This was used in the past when developer fees were submitted. Now fees are deposited directly into recreation Misc. Revenues: This line should be used minimally. Only a small amount of $ has been retained for Donations: This item was new in 2018 to show police department donations Pension Contribution: The item was changed in 2016 to represent Township Disability insurance receipts. No receipts are projected for Sale of General Fixed Asset: No sales are expected in The entry in 2018 actual represents the sale of the old brush machine.

3 Interfund Operating Transfers: No expected transfers from Capital or any other fund Fund Balance Forward: The expected fund balance will be the amount, if any, determined to be used from the fund to cover the expected deficit in the budget. No amount has been entered in this view. Total Income: On this view, estimated to be $2,040,005 without considering an expected Fund Balance Forward amount General Government: No change in the standard items in this category from The Other Services and Charges budget of $9, includes the planned contribution for the joint comprehensive plan sponsored by the COG. This has been budgeted in the past, but no action has taken place to date Audit: The Audit line item was increased to match the contracted amount Tax Collection: All line item amounts in this category were repeated for Legal Services: The Legal Other Services line item is held for special projects and Legal Prof Services is used for general Township business. The same amounts were repeated for Office Staff: Pending wage input from the Board, the Secretary/Treasurer salary shows a 2% increase. The Asst. to Sec. Wage, which is for the Bookkeeper Wage, contains a $0.50 per hour increase to the current Bookkeeper rate. The Office Clerical rate was also increased by $0.50 pending BOS input. These are just holding figures pending input from the Board of Supervisors post employee discussions. The majority of other items remained the same. Minor Equipment was increased to purchase a file cabinet for the Bookkeeper s office Engineer: Additional discussion for this category in needed. Last year the Township budgeted $15,000 for general engineering and $20,000 for the new public works building under Special Projects. The costs expended on the public works building were well below the estimate. However, the general engineering expense amount was significantly higher due to additional projects authorized by the Board including the sewer feasibility study, the LSA grant for the grate and the 2017 road project. Mr. Ott, Township Engineer, submitted a letter stating interest in reappointment with a request for minimal rate increases to his fee schedule. A copy of the Ott Consulting Fee schedule for 2019 was presented to the Board. It was also noted that the MS4 annual permit work is estimated at $10,000, but a required Pollutant Reduction Plan is estimated at an additional $25, Mr. Ott also recommended an additional $2,000 for the grate work Government Buildings: The lawn maintenance line was reduced to 0 in this view. The Board needs to determine the plan for next year. Specifically, will the lawn maintenance be performed by the Road Department or an employee? The township also exceeded the budgeted amount in 2018 for Building Repair & Maintenance. There were several large purchases including the retention tanks, the chlorinator and the well repair. The Well repair will be offset by the 2018 Gaming Grant funding. Also, under the Request Item column there is an entry of $10,000. This is a holding number for the building improvements under discussion. The $750,000 is a place holder to continue the discussion and planning for a new public works building Police Department: The salary amounts represent the wages based on the current employee base and current contracts. All other items are basically the same as To the right there are requests for the addition of 700 part-time officer hours estimated at $16,625.00, 8 more hours per week for the police clerk estimated at $7,700, and the cost associated with the hiring and equipment for two additional part-time officers estimated at $3,000. These will be discussed in more detail later in the meeting Fire Dept. & Hydrant Service: The 2018 budget amounts were repeated for Ambulance & Rescue Contribution: Same as last year. This supports Blue Valley Rescue Planning and Zoning: This category needs additional review and discussion. Specifically, the Board needs to determine the plan for providing Zoning support for 2019.

4 The major change in this view is removal of wages from Zoning /Code Officer Wages. The amount for Zoning support is currently listed in the Alternate Zoning line item. The use of this line item was recommended by Sue Scallon to remove it from an employee wage line. The amount represents 48 hours per month at a rate of $61.50 per hour. This is slightly above the actual number of billed hours since July when the Acting Zoning Officer took over. The rate of $61.50 is based on the projected cost per hour for 2019 by Keller Zoning & Inspection Services. The budget for the other items remained the same pending additional input by the Board Emergency Management: Retained same amount Health & Human Services (Sewage Enforcement Officer): Sewage Enforcement Officer item was increased to $24, based on actual 2018 fees. The SPCA Services amount of $2, is listed for This is based on the cost to support the COG ACO at $0.50 per resident (based on the census). A letter was distributed to the Board members from Lance Prator asking for their interest in continued participation in the COG and the ACO program. Washington Township is a regular member of the COG at a cost of $1,400 per year Public Work s (Act 537): No expected fees in Road Maintenance General: The budgeted amounts for 2018 were repeated for A request item for a new dump truck is listed and will be discussed later in the meeting Roadway Snow & Ice Removal: $19,000 is estimated for This represents $4, for the part-time employees and $15,000 from the Road department wages for snow OT Traffic Signals & St. Signs: The line item remained at $10,000 for The Township was awarded a grant in 2014 for new LED s that has a 50% match, which is estimated at approximately $2,500 for the Township. The project is pending support by PennDOT. The budgeted amount will also provide more funding for new road signs Road Maint. Repair Mach. & Tool: The Vehicle Fuel item was increased from $12,000 to $15,000. A sickle was also added to the amount for Small Tool & Equipment. The budgeted amount for this category increased from $47,500 to $51, Road Maintenance and Repairs: Road Dept. Wages are increased from last year. The increase is significant because two full-time members will move to the highest rate of pay this year based on years of service. All other items remained the same for Road Construction & Rebuilding: There is nothing budgeted for this line at this time. $16,100 was spent in 2018 for the road project. $500,000 is listed under the Request Item column to generate discussion on road repair Storm Water Management: Estimated at $35,000 for 2019 per the Engineer. This addresses the annual MS4 cost and the additional $25,000 for the pollutant reduction plan discussed under engineering Street Lighting: Increased by $1,000 to $31,000 in this view Park Contributions: No change Library Contributions: Repeated at $7, Debt Principal: These items were moved to Interfund Operating Transfers Debt Interest: These items were moved to Interfund Operating Transfers Miscellaneous Expenditures: Minimal amount used, same as Employee Taxes and Benefits: Non uniform pension is based on the MMO Employee Taxes: Unemployment compensation tax is being assessed Insurance/Social Security: Additional work is required on this section. Dental and Vision rates are expected to increase but rates are not available. Hospitalization is based on the estimate to renew the Capital Blue plan, but this decision is still pending. While the cost increased 16%, the amount is also reduced due to the loss of one employee. Life insurance remained the same for this view. SS Taxes are estimated based on the salaries in this view and may change. The 2019 budget amounts for Supervisor Liability Insurance, Twp. Insurance and Workers Compensation are pending input from the broker. Worker s Compensation has been reduced on this view due to the change implemented by the Board to transition from Selective insurance to AM Trust at a lower cost Miscellaneous Refunds: Minimum expected Interfund Operating Transfers: The budgeted amounts from 2018 were repeated for 2019.

5 Unappropriated Fund Balance: No entry is planned for this item. Total Expense: On this view, estimated to be $2,416, Net Income: On this view, estimated to be negative (-) $376, without any Fund Balance Forward entry. This amount can be covered by the available Fund Balance. The Request Items were discussed in more detail Building Repair & Maintenance has a request amount of $10,000. This is a place holder to address the repair of stress cracks and other minor building issues. The Board agreed to also consider painting the interior of some areas of the building. Chairman Smith and Vice Chairman Hess agreed to walk the building after the meeting and create a list of work items Capital Purchase Lee Messinger shared that the $750,000 covers taking down the old barn and old administration building and putting up a new 50 x 80 replacement building. The Board agreed this needs additional discussion. A plan is required. The Township can consider pursuing a loan and/or grants Police Officer Salaries Chief Miller asked for an additional 700 hours to be spread across the part-time officers. Chief Miller stated that the part-time officers are essential in supporting the police coverage for the department. He provided a review of statistics showing the increase in work Police Clerk Wages Chief Miller asked to increase the work hours of the police clerk from 12 per week to 20 per week. He stated that the department is seeing a high volume of calls and walk-ins. The clerk would work four (4) hours per day, five (5) days a week Police Other Services Chief Miller requested two additional part-time officers. This will have no impact on benefits. The estimated cost of $3,000 will cover the background checks, physical exams, training and outfitting of two new officers Road Department Capital Lee Messinger stated that the small dump truck is aging. The Township already paid for a new transmission. The Board discussed the concept of doing a lease/purchase. Lee will research costs Road Construction and Rebuilding Lee Messinger shared that he is estimating approximately $1.5 million dollars of road repairs in the near future. This will not address all roads but will support the repair of several. A large number of roads need re-paving while others should be maintained with oil and chip. The Board agreed that the Township needs to allocate more funds to road work. The Board discussed the option of increasing taxes. The last tax increase was one mill in Gail Putvinski estimated a one mill increase would result in approximately $140,000 annually to the Township. The impact to the resident is $1.00 for each $1, of assessed value. For example, a property valued at $250,000 and assessed at $125,000 would result in an increase of $ real estate taxes to the home owner. A series of points were discussed by the Board. The Board agreed to pay the COG regular membership fee for 2019 and research the process to exit, if not deemed valuable. It was noted that COG membership is $1,400 per year and the ACO fee for Washington Township is an additional $2, per year. The Board agreed to have the Road Department perform lawn maintenance for Two additional pending items include determining possible salary increases for the Township Administration employees and the plan for Zoning support. The Board asked that the next budget view show a one mill tax increase, $10,000 for building repairs, $16,625 for 700 part-time police officer hours, $7,700 for an additional 8 hours per week

6 for the police clerk, $3,000 for the hiring of two part-time police officers, $25,000 for the first payment of a new dump truck and $100,000 for road work for The next meeting will be held on Wednesday, October 24, 2018 at 3:30 pm. 2) Plan for 2019 Health Insurance The Township held an employee meeting in July with the PCI representative to review health insurance information including the renewal of the current Capital Blue Cross plan and the cost/make-up of other plans. The Teamster Representative attended that meeting and offered to provide an overview of their plan, which could be extended to include the Police Department and the Administrative employees. The Teamster plan was presented to the eligible employees on Monday, October 15, Concerns were raised regarding the amount of time required to transition by the December 1, 2018 renewal date, and more importantly, the comparability of this plan to the current plan. The Board of Supervisors agreed to renew the current Capital Blue Cross Health Insurance Plan for December 1, In addition the Board agreed to look into the Teamster plan as a possible option for next year. The Board stated that the review needs to begin earlier to allow for ample assessment. The Board also discussed the concept of moving to a pre-tax plan for the employee contribution to the health insurance premium. Employees voiced their support during the October 15 th meeting. Chairman Smith moved to renew the Capital Blue Cross health insurance plan for the Township for the period of December 1, 2018 to November 30, 2019 and Vice Chairman Hess seconded the motion. Public Comment: None Vote 2 0 Chairman Smith moved to transition to a pre-tax basis for the employee contribution of premiums, and Vice Chairman Hess seconded the motion. Public Comment: None Vote 2 0 ADJOURNMENT: Chairman Smith moved, and Vice Chairman Hess seconded to adjourn the meeting at 10:26 am. Public Comment: None Vote 2 0 Respectfully submitted, Gail Putvinski - Secretary/Treasurer Washington Township Board of Supervisors