COUNTY COMMISSIONERS MINUTES WEDNESDAY, DECEMBER 16, 2015

Transcription

1 COUNTY COMMISSIONERS MINUTES WEDNESDAY, DECEMBER 16, 2015 The Board of County Commissioners met today in their weekly Commissioners Meeting. Present at today s meeting were: Dennis P. Stuckey, Chairman Scott Martin, Vice Chairman Craig E. Lehman BOARD OF COUNTY COMMISSIONERS Andrea M. McCue CHIEF CLERK Also present were: Todd Brown, Chief Public Defender PUBLIC DEFENDER OFFICE Charles Douts, Director FACILITIES MANAGEMENT Mike Foley, Research and Development LANCASTER COUNTY COALITION TO END HOMELESSNESS Eleanor Gerlott, Law Librarian LAW LIBRARY Dan Jurman, Executive Director COMMUNITY ACTION PROGRAM Matt Knepper, Director AGRICULTURAL PRESERVE BOARD Jen Koppel, Executive Director LANCASTER COUNTY COALITION TO END HOMELESSNESS John Mavrides, Director PROPERTY ASSESSMENT Arthur Morris, Resident LANCASTER CITY William Peters, Director HUMAN RESOURCES Joe Shiffer, Deputy Warden of Inmate Services PRISON Mike Sload, Deputy Director BUDGET SERVICES Melanie Snyder, Executive Director RMO Commissioner Stuckey called the meeting to order at 9:19 a.m. followed by the Pledge of Allegiance. Commissioner Stuckey announced the approval of October 28, 2015 Commissioners Meeting Minutes. Postpone approval of November 18, 2015 Commissioners Meeting Minutes, November 25, 2015 Commissioners Meeting Minutes, December 2, 2015 Commissioners Meeting Minutes and December 9, 2015 Commissioners Meeting Minutes. canceled. Commissioner Stuckey announced The Commissioners Meeting scheduled for Wednesday, December 23, 2015 at 9:15 a.m. has been Point In Time (PIT) Count Press Release Jen Koppel, Executive Director, Lancaster County Coalition to End Homelessness Mike Foley, Research and Development, Lancaster County Coalition to End Homelessness Ms. Koppel stated that they had a 29% reduction over the winter and a 20% reduction from last August to this August, for an average reduction of 24%, which is significant but does not mean the demand is not there. Ms. Koppel explained they see an increase in the number of individuals seen each year but also a decrease in the number of people in shelter which means the infrastructure that they have spent a lot of time building is working and noted they are one of the first four communities nationally to be recognized and confirmed as functionally ending Veteran homelessness. HUD Secretary Julian Castro challenged them to be the national model and help the Country end Veteran homelessness. Ms. Koppel thanked the Board for their support and recognized the efforts put forth in the partnerships. Mr. Amstutz thanked the Board for their participation in putting their energies behind this very collaborative effort and said their goal in the next five years is not to have a need for a women s emergency shelter. Mr. Foley gave an update on chronic homelessness, noting the goal is to end chronic homelessness by 2017, and thanked the Board for their support. Commissioner Martin asked how the need is measured and about the transient population. Ms. Koppel said they are in the process of rolling out a standardized assessment that will be used to determine a level of service and 211 is getting more calls for shelter services from folks out of county but they are trying to connect them to their home community.

2 - 2 - Commissioner Lehman looks forward to helping with the Point In Time Count in January and said no one person can take credit for the positive impact we have had on homelessness here, it is truly a community collaborative effort, but we would not be seeing these results without Ms. Koppel and Mr. Foley as they bring a great deal of passion, professionalism, and expertise. Ms. Koppel told Commissioner Lehman the best way to connect to services is to call 211. RESOLUTION NO. 79 OF 2015 On motion of Commissioner Martin, seconded by Commissioner Lehman; the 2016 County budget is hereby adopted setting forth the following information which includes Liquid Fuels funds and Human Services Development funds: REVENUE County Tax Receipts OPERATING BUDGET GENERAL OTHER FUND FUNDS TOTAL Real Estate (3.735 Mills) $116,369,240 $116,369,240 Delinquent Taxes 2,235,000 2,235,000 Total County Tax Receipts ,604, ,604,240 State & Federal Grants ,930,850 75,480,062 80,410,912 Fees & Fines ,062,529 6,967,736 37,030,265 Radio Project Interest Earnings ,000 16, ,310 County Match ,952,357 11,952,357 TOTAL 2016 RECEIPTS $153,698,619 $94,416,465 $248,115,084 Fund Balance Available 12/31/15 13,958, ,654 14,464,492 Reserve for Encumbrances 4,485,249 1,288,307 5,773,556 Total Receipts & Fund Balance $172,142,706 $96,210,426 $268,353,132 EXPENDITURES Total 2016 Operating Expenditures Payroll & Fringe Benefits $80,690,411 $34,448,037 $115,138,448 Other Operating Expenditures 28,925,893 58,885,702 87,811,595 Capital 1,403,265 1,569,776 2,973,041 Debt Service 23,988,422 23,988,422 Radio Project Lease & Interest 2,226,974 2,226,974 County Match 11,952,357 11,952,357 Affiliated Agency/Capital Project Grants 2,976,009 2,976,009 TOTAL 2016 OPERATING EXPENDITURES $152,163,330 $94,903,515 $247,066, Commitments Expended in ,485,249 1,288,307 5,773,556 Fund Balance Remaining 12/31/16 15,494,127 18,604 15,512,731 Total 2016 Operating Expenditures And Fund Balance Remaining 12/31/16 $172,142,706 $96,210,426 $268,353,132 TAX RATE ON ASSESSED VALUE OF REAL ESTATE = MILLS TAXABLE ASSESSED VALUE = $32,051,019,300 TAX INCREASE OVER 2015 = 0% - 3 -

3 Mr. Sload presented the budget, noting slight revisions incorporating the salary board changes of November & December which addresses the hiring and pay freezes created by the lack of a State budget. Overall the changes increased revenues by 1/10 of 1%, increased expenses by 8/10 of 1% which lowered our previous projected general fund surplus from million to million. The budget is still structurally balanced with a positive million surplus of revenue over expenses and no tax increase. Commissioner Martin appreciated the hard work of budget services, all our department heads and elected officials, as it was a challenging year with the State budget impasse. Commissioner Lehman added his thanks, saying the County has made some specific steps trying to ride out this crisis but wants to make sure everyone understands even if a State budget is passed tomorrow that does not mean the impact on County governments, school districts and non-profits end. We are going to continue to struggle with this impasse well into 2016 as we manage how we use the Tax Anticipation Note, making sure we judiciously use it as needed to minimize any interest costs we might incur. Commissioner Lehman also said he made a proposal at Salary Board to increase minimum salary and wages by 2%, noting they were last increased 2.75% in 2009, unfortunately it did not pass, but if it had it could have been absorbed in the County budget without spending cuts or a tax increase. He believes we need to recognize Lancaster County has a competitive problem with entry level salaries and wages which needs addressed to ensure we get the high quality skilled and dedicated employees that County government needs to function well. Commissioner Stuckey appreciated the fact that Budget Services and the Controller s Office worked together and thanked the department heads and elected officials for working with the Board for the fourth year in a row. Commissioner Stuckey was very proud there was no tax increase for the coming year, noting we will continue manage on a conservative basis, the way we believe our tax payers want, while still trying to build up reserves. Mr. Sload said we beat last year s surplus, which is always our goal. RESOLUTION NO. 80 OF 2015 On motion of Commissioner Lehman, seconded by Commissioner Martin; A RESOLUTION OF THE COUNTY OF LANCASTER, And the Commonwealth of Pennsylvania, fixing the tax rate for the year 2016 and appropriating specific sums estimated to be required for the specific purposes of the County Government, hereinafter set forth, during the current 2016 fiscal year. BE IT RESOLVED AND ENACTED, And it is hereby resolved and enacted by the Board of Commissioners of the County of Lancaster, Pennsylvania, that a tax be and the same is hereby levied on all property within the County subject to taxation for County purposes for the fiscal year 2016 as follows: Tax rate for County purposes the sum of mills on each dollar of assessed valuation. On motion of Commissioner Martin, seconded by Commissioner Lehman, it was agreed for the County of Lancaster, acting on behalf of the Law Library, to approve the following: Agreement With: Amount: Thomson Reuters Eagan, Minnesota To provide online legal research services and materials for patrons use in the Law Library, including access to a broad range of primary and secondary legal resources such as state and federal cases, statutes, administrative codes and the comprehensive West key number digest system for finding cases. Secondary sources include legal encyclopedias, ALR series, Causes of Action set, federal and general form sets, Pennsylvania analytical sources, law reviews and treatises, federal and state briefs, and Practical Law articles. $31, for the first year with 3% increases in years two and three. Term: Three-year term effective December 16, Ms. Gerlott said they have a solid book collection but for a number of large and extensive sets they have completely switched to online, which is available and accessible to everyone. Ms. Gerlott confirmed for Commissioner Martin that this was planned for in her 2016 budget and for Commissioner Lehman that it is 5% year one. On motion of Commissioner Lehman, seconded by Commissioner Martin, it was agreed for the County of Lancaster, acting on behalf of the Law Library, to approve the following: Multi- Department Agreement With: Thomson Reuters Eagan, Minnesota To allow the District Attorney s Office, Court of Common Pleas, Adult Probation and Parole Services, Public Defender s Office and Domestic Relations to access Westlaw

4 - 4 - legal research services including ProFlex, WestlawPRO, and Software and Practice Solutions Products. Amount: $72, for the first year with 3% increases in years two and three. The cost will be shared by County departments as follows: District Attorney s Office 40% of contract Court of Common Pleas 22% of contract Adult Probation and Parole Services 3% of contract Public Defender s Office 32% of contract Domestic Relations 3% of contract Term: Three-year term effective December 16, Ms. Gerlott explained Ms. Moyer sent her regrets, noting she was involved in the process of negotiating this contract which provides access to a wide variety of resources and enhancements along with significant book discounts. Mr. Brown stated that online research is a critical component to the Public Defender s Office, they can remotely access and reassess their printed legal materials in the office reducing their amount of printed resources. Commissioner Lehman noted that the Solicitor s Office was not part of this contract. Ms. Gerlott said there were specific data bases they needed access to that everyone else did not and it would have not been cost effective. On motion of Commissioner Martin, s econded by Commissioner Lehman, it was agreed for the County of Lancaster, acting on behalf of the County Prison, to approve the following: Consultant Agreement With: Amount/Term: Community Action Program of Lancaster County Lancaster, Pennsylvania To provide an intensive case management based program for individuals released from the Lancaster County Prison who are at medium to high risk of recidivism, who have multiple needs and few resources, and who have a strong desire to become productive, law abiding citizens. Not to exceed $95, for the period July 1, 2015 through June 30, 2016, and not to exceed $100, for the period July 1, 2016 through June 30, 2017 (100% Prison Commissary Funds). Ms. McCue explained that this program is provided thru the RMO and CAP is acting as the fiscal agent. Mr. Shiffer talked about the services provided, noting they work closely with CareerLink. Ms. Snyder thanked the Board and said their goal is to improve community safety. Mr. Jurman said this will help CAP live up to its mission of building self-sufficiency and eliminating poverty by making sure that Lancaster County has strong and comprehensive re-entry services. Commissioner Martin thanked CAP for being the new fiscal agent, also the RMO for the long standing relationship and making a difference with those at the prison. Commissioner Lehman added his thanks, saying there is nothing more important than living in a safe community and he does not think the importance of Re-entry Management can be overstated because of the positive impact it will have on an individual s life as well as community safety. He is also happy to see CAP step up and partner with the RMO and hopes the program continues to do the good job it has been doing. Commissioner Stuckey added his thanks to the RMO and CAP for continuing the mission of preparing those to be successful as they reenter society. On motion of Commissioner Lehman, s econded by Commissioner Martin, it was agreed for the County of Lancaster, acting on behalf of the Facilities Management Department, to approve the following: 1. Change Order No. 1 With: Kinsley Construction York, Pennsylvania For: To provide scour protection for the Little Chiques No. 4 (Drager Road) Bridge replacement project. Total Change Order: Add $3, Change Order No. 2 With: Kinsley Construction York, Pennsylvania For: Quantity underrun for the Little Chiques No. 4 (Drager Road) Bridge replacement project. Total Change Order: Deduct $5,836.90

5 - 5 - Mr. Douts stated the project total comes in roughly $2,000 under contract and confirmed for Commissioner Martin that Shale Act 13 funds were used. Commissioner Stuckey stressed the importance of Act 13 monies to the County which has accelerated our bridge capital maintenance program reducing the number of structurally deficient bridges. Commissioner Lehman stated there was a brief proposal during this budget impasse to redirect the Act 13 money for transportation away from Counties and he is glad the legislature saw the ill-advised nature of that proposal. On motion of Commissioner Martin, s econded by Commissioner Lehman, it was agreed for the County of Lancaster to enter into Contracts of Sale of Agricultural Conservation Easements with the following property owners: Name/Township Type of Easement County Share State Share John L. and Marcia L. Harnish Perpetual $214, $0.00 Strasburg Township The Commissioners certify that the John L. and Marcia L. Harnish property, consisting of acres, is located in the Agricultural Security Area of Strasburg Township. Name/Township Type of Easement County Share State Share Randall S. and Christine L. Andrews Perpetual $110, $0.00 West Lampeter Township The Commissioners also certify that the Randall S. and Christine L. Andrews property, consisting of acres, is located in the Agricultural Security Area of West Lampeter Township. Mr. Knepper said the Harnish farm will be part of 2,000 acres of preserved farmland in Strasburg Township and the Andrews farm part of about 1,600 acres of preserved farmland in West Lampeter Township, also noting both farms ranked very well and are bargain sales. Including these two farms in the County s totals 917 farms on 77,662 acres will have been preserved; including those farms and acres preserved by the Lancaster Farmland Trust brings the total to 1,337 farms on 104,959 acres preserved. Mr. Knepper confirmed for Commissioner Martin that he has not heard any attempts to derail any of the Act 13 funds or cigarette tax revenues for other purposes. Commissioner Lehman thanked Mr. Knepper for his hard work on farmland preservation, noting once again we have bargain sales which helps stretch County funds. He also noted that both farms have high quality soils. Commissioner Stuckey noted that both farms are adjacent to a growth area so we are able to accomplish our goal of balance, accommodating growth but also preserve productive land in Lancaster County. On motion of Commissioner Lehman, sec onded by Commissioner Martin, it was agreed for the County of Lancaster, acting on behalf of the Human Resources Department, to approve the following: Agreement With: Amount: Mazzitti and Sullivan EAP Services Harrisburg, Pennsylvania To provide Employee Assistance Program (EAP) voluntary and mandatory services, including referral, evaluation and short-term counseling, to County employees and eligible dependents to assist with a wide range of issues, including personal, mental health, family or marital, financial, legal, chemical dependency and worksite problems. $17.00 per full-time employee per year. Term: January 1, 2016 through December 31, Mr. Peters explained this is the sixth year for this contract, noting employees and their families are offered three sessions and after a 60 day break they are open for another three sessions, most other EAP providers only offer three sessions per year. RESOLUTION NO. 81 OF 2015 On motion of Commissioner Martin, seconded by Commissioner Lehman; WHEREAS, In 1996 and 2005 Lancaster County completed a reassessment of all properties in the County for purposes of real estate taxation, the first County-wide updates of assessments since the County s reassessment project which was completed in 1962; and WHEREAS, A reassessment project is designed to achieve fair and equitable distribution of the real estate tax burden among all County property owners; and

6 - 6 - WHEREAS, The County must conduct reassessment programs on a timely basis in order to maintain a fair and equitable distribution of the real estate tax burden among all County property owners; and WHEREAS, It is imperative upon this Board of Commissioners to establish a date for the next County-wide reassessment program so that the Board of Assessment Appeals can plan accordingly; and WHEREAS, The Board of Commissioners, by Resolution No. 24 of 1997, which was repealed, previously established a reassessment program policy which provided for reassessments to occur every eight (8) years, with one such reassessment to take effect on January 1, 2013; and WHEREAS, The Board of Commissioners recognizes that there has been unpredictability and instability in the market for real property within Lancaster County since the 2005 reassessment which directly impacts the analysis of home sales for purposes of establishing a fair assessed value; and WHEREAS, The implementation of a reassessment program in an unpredictable and fluctuating market may not further the County s goal of achieving the fair and equitable distribution of the real estate tax burden among all County property owners; and WHEREAS, The Board of Commissioners, by Resolution No. 53 of 2011, directed the Lancaster County Board of Assessment Appels to conduct a County-wide reassessment program for all properties within Lancaster County with the new assessments taking effect January 1, 2017; and WHEREAS, The Board of Commissioners, by Resolution No. 63 of 2014, authorized the approval and execution of a contract with Devnet, Incorporated, Sycamore, Illinois, for property assessment, tax claim and collections software applications; and WHEREAS, It has been determined that a delay in reassessment is necessary to complete final implementation and acceptance of the County s property assessment, tax claim and collections software applications. NOW, THEREFORE, WE, THE BOARD OF COMMISSIONERS OF LANCASTER COUNTY, PENNSYLVANIA, Do hereby direct the Lancaster County Board of Assessment Appeals to conduct a County-wide reassessment program for all properties within Lancaster County with the new assessments taking effect January 1, BE IT FURTHER RESOLVED, That Lancaster County conduct additional County-wide reassessment programs with the new assessments taking effect January 1, 2025 and every eight (8) years thereafter. Ms. McCue said this recommendation did not come lightly, noting IT, Assessment and Purchasing did a lot of troubleshooting to see if there was a way to move forward with the schedule as initially prepared but after looking at the implementation of the phase one software it was felt that in order make sure the values and numbers are correct a one year delay was needed. Ms. McCue referenced the discussion from yesterday s work session, explaining Devnet was awarded the contract in 2014 but it was not anticipated there was going to be a replacement of the software system. Some of the customization the Assessment Office needed was not part of the initial implementation and after conversations with the provider it was determined it could be done but took additional time. Ms. McCue said it was during the November 17th Work Session when progress of the project was presented along with the issues and problems being dealt with that the request of a delay was discussed. Ms. McCue stated Patrick Hopkins from the City said it well you always think an implementation of software is going to go very well and there are not going to be any issues and then you encounter issues. Mr. Mavrides stated their focus in phase one is to get rid of the old system and make sure the replacement is up and running as it should be, expressing his confidence to Commissioner Martin that everything will be ready the following year. Commissioner Lehman noted that after a demonstration last Wednesday everyone collectively decided to make a recommendation to consider a one year delay, thanking everyone for their efforts and stating the Board is committed to moving reassessment forward. Commissioner Lehman has great confidence in Mr. Mavrides, his staff, IT and Purchasing to make sure that we will stay focused and on track so on March 1, 2017 the preliminary notices will go out. Commissioner Martin noted that property reassessment can be very controversial and can lead to many appeals so it is critical to use correct data. Commissioner Lehman has talked to Mr. Hopkins, Ed Arnold of Millersville Borough and Adam Schott, of the Lancaster School Board, along with Michael Leichliter, Superintendent of Penn Manor; noting there is some concern out in the community that there was going to be an extended delay. Commissioner Lehman hopes that once everyone has a full understanding of what the delay is and the reasons for the delay they will be supportive. Ms. McCue noted that this resolution includes putting us back on the eight year cycle so although we are extending we are reducing the back end to stay on that eight year cycle. Commissioner Lehman said Mr. Hopkins made a good suggestion that we reach out to municipalities and school districts to make sure they understand why we are where we are and the plan going forward, asking Mr. Mavrides to send out the correspondence. Commissioner Stuckey said the Board understands and are addressing the issues of the elected officials and municipalities, noting the taxpayers are the real beneficiary here because our job is to make sure that reassessment is fair, balanced and equitable for everyone and everyone is paying their fair share. Mr. Morris raised concerns about the County s agreement with Rettew and how the rates have increased without the required modifications to the agreement. Commissioner Lehman said the Solicitor s Office is looking into the issue. Mr. Morris also asked the Board to consider protocols to guide County employees in seeking to hire professionals or consultants, along with advising the public when their political campaign committees have received financial contributions from either a PAC or employees of a firm before them for consideration and shared printouts. Commissioner Lehman believes this Board has done a pretty good job on bidding and agrees with transparency. Commissioner Martin agreed with formalizing the process and noted this Board saved $400,000 by going with Rettew. Finally Mr. Morris asked who reviews the Rettew contracts and Commissioner Martin responded, Charlie Douts and Barry Garman, noting that Mr. Garman is an engineer.

7 - 7 - On motion of Commissioner Martin, seconded by Commissioner Lehman, the meeting adjourned at 10:40 a.m. Respectfully submitted, Christine M. Carrigan, Executive Assistant Commissioners Office