Special Session of Council

Borough of Greenville Council Minutes 10-30-17 BOROUGH OF GREENVILLE www.greenvilleborough.com MINUTES OF A SPECIAL MEETING OF THE BOROUGH OF GREENVILLE COUNCIL HELD IN COUNCIL CHAMBERS Monday, October 30, 2017 at 7:00 p.m. Call to Order Brian W. Shipley, Council President Roll Call: Brian W. Shipley, Council President Amy Hollowell, Council Vice President Jonathan Bailey, Council President Pro Tempore Janet Earle, Councilor Paul Hamill, Councilor Samantha Iliff, Councilor Linda Zuschlag, Councilor Joshua Stephens, Mayor – Absent Grace Mariacher, Junior Councilor - Absent Jasson W. Urey, Borough Manager Solicitor, Douglas, Joseph & Olson Also present: Tom Walsh Evan Hereford Dane Mincer Betty Mincer Evian Zukus-Oguz Lisa Hamill Paul Molton Staff: Media: Rosalynn Reagle, Administrative Assistant Caleb Stright, Record-Argus Lyle Huffman, Director of Public Services David Hetrick, Financial Assistant PUBLIC COMMENTS: Resident – None. Non-Resident – None. NEW BUSINESS: A. Council discussed that the contract for police coverage in West Salem Township is due to expire at the end of this year. Initial proposal from the Township Supervisors was to offer Greenville Borough $50,000.00 for police coverage for one year. The current contract was for just under $92,000.00 which included at least two patrols daily and response to all calls. The 1 Borough of Greenville Council Minutes 10-30-17 Committee negotiated to freeze the current rate for 3 years with the same terms in patrols and response to calls. The Township Supervisors responded to that with offering the Borough of Greenville $65,000. Council then discussed what neighboring communities are paying for coverage and they are as follows: Sugar Grove Township pays Hempfield $65,000 annually, West Middlesex pays Shenango Township $150,000 annually and Wheatland pays Hermitage $130,775 annually. Council also discussed what those residents would be paying per capita for police protection. Based on the 2010 Census information West Salem Township currently pays approximately $25.94 per resident/per year; Sugar Grove pays approximately $66.94 per resident/per year; West Middlesex pays approximately $173.81 per resident/per year and Wheatland pays approximately $206.92 per resident/per year. Council also discussed and compared the size of the municipalities along with the fact that West Salem Township has facilities like St. Paul’s and Keystone. The Committee asked for Council’s input before negotiating any further. Councilor Earle responded that it did not seem fair that the Borough of Greenville residents were supplementing the costs for the Township to benefit from the protection and coverage. Councilor Hamill agreed and also included that the Township should be paying more than the prior contract of $91,759.00. It should be closer to the $150,000.00 amount, possibly a bare minimum of $85,000 with no patrols, but no less than $120,000 with patrols. Councilor Earle presented her figure that the Borough of Greenville residents are paying roughly $132.85 per resident and West Salem Township is paying roughly $25.94 per resident. Councilor Earle commented by those figures, it is not the Borough of Greenville that has its’ costs per resident out of control, but that the Township has been getting their coverage at a much lower rate and that is not covering the costs of their coverage. B. Introduction of proposed 2018 budget. Mr. Jasson Urey, Borough Manager, presented the proposed 2018 budget with the following comments. REVENUE PORTION OF THE GENERAL FUND  Real Property Taxes Mr. Urey presented the current year real estate collections are lagging again this year. It had been anticipated that collections would pick up with the annual rental inspections but we have not realized that yet, being only the first cycle of annual inspections. The prior year/delinquent real estate tax collection has shown a modest increase, but that will be leveling off due to the annual inspections.  Local Ta Enabling Act (ACT 511) Taxes Mr. Urey presented a decreased Earned Income Tax (EIT) for resident and Earned Income Tax (EIT) for non-residents. Mr. Urey proposed no significant changes, just attempting to get the most current and accurate information from Berkheimer.  Business Licenses and Permits & Non-Business Licenses and Permits Mr. Urey presented that since this was the first year with annual inspections, amounts are still needing to be refined. There were no significant changes in the permitting sections. National Fuel is the main requestor of the Street Opening permits.  Interest Earnings 2 Borough of Greenville Council Minutes 10-30-17 Mr. Urey presented that interest rates have increased slightly from last year.  Rents and Royalties Mr. Urey presented no significant changes from prior years.  Intergovernmental Revenue - State Mr. Urey explained the amount budgeted in the DCED Grant line item. This was the grant Council authorized him to apply for to have a comprehensive plan together. Once the State Budget issues are resolved, the application will move on through the process. The $98,000 grant on the revenue side is offset with a $98,000 expense on the expense side of the budget.  Local Government Units – Contracted Services Mr. Urey explained that there was not an amount included until the negotiations have been settled. This proposal does not include any proceeds from West Salem Township for police coverage.  Charges for Services Mr. Urey discussed the change made within the 2017 budget that separated the UCC permits out from the municipal permits issued. UCC permits are done by a third party contractor with specific expenses. By separating them out, the expenses associated with those types of permits are more accurate.  Other Financial Sources Mr. Urey’s presentation does not project the use of Fund Balances in 2018. Mr. Urey presented a total revenue of just over 2.6 million which is an increase in revenue of about $30,000 from 2017. EXPENSE PORTION OF THE GENERAL FUND  General Government - Legislative Mr. Urey presented that in 2018 is the first year that none of the Council members nor the Mayor would be collecting any wages for their service. This was something that Council had voted on previously, but did not take full effect until the 2018 Budget.  General Government – Administration Mr. Urey presented all employee wages would remain the same rate, but will receive the contractually agreed upon $1,000 stipend in the fall. Mr. Urey also presented a slight increase in the costs for health insurance. The Borough will realize an increase in healthcare costs of 9% for 2018. Mr. Urey explained that with no wage increased and the cost of health insurance increasing, all employees would actually see a decrease in their paychecks for the year 2018. Over all, due to the recent cuts, these costs have decreased. 3 Borough of Greenville Council Minutes 10-30-17 Mr. Urey added that just to note, this is where the $98,000 grant expense is shown as explained in the revenue section of the budget.  General Government – Solicitor/Legal Services Mr. Urey presented an increase in costs for legal fees in 2017 due to labor relations issues being negotiated and also presented an increase in the 2018 budget.  General Government – Engineering Services Mr. Urey presented an increase in engineering services in preparation for paving projects in 2018.  Public Safety – Police Mr. Urey presented an increase in the overtime costs to be more realistic with current scheduling and increases in health care and pension costs. Mr. Urey also presented an increase in fuel costs, but a decrease in maintenance with the new vehicles. Roughly a $30,000 to $35,000 increase overall for 2018.  Public Safety – Fire Mr. Urey presented a slight increase in the overtime costs and health care costs. Mr. Urey discussed these increases are the same as in the other departments, rising fuel, health care, pension costs creates an overall increase the department. Roughly a $38,000 increase for 2018.  Public Safety – Code Enforcement Mr. Urey presented a decrease due to the elimination of the Code Officer.  Public Safety – Crossing Guards/Parking Enforcement Mr. Urey presented the same figures as 2017. It was discussed that the expenses for crossing guards are shared with Greenville School District, but not by St. Michael’s. Councilor Hollowell asked if have the schools pay for their services instead of the Borough or if using volunteers could be investigated as a cost savings measure.  Public Works – Highways Mr. Urey presented that as in the previous departments, the same items have been increased to reflect the increase in costs. Council discussed what duties call for overtime payment and the responses was mainly snow removal and Heritage Days preparation and clean up. The Department has roughly a $26,000 increase for 2018.  Public Works – Street Sweeping Mr. Urey reminded everyone that this section had been moved from the General Fund to the Storm Water Utility Fund in 2017. 4 Borough of Greenville Council Minutes 10-30-17  Public Works – Winter Maintenance Mr. Urey presented this section consists of salt and anti-skid. This has been decreased due to having a stockpile already built up.  Public Works – Storm Sewers and Drains Mr. Urey reminded everyone that this section had been moved from the General Fund to the Storm Water Utility Fund in 2017.  Parks and Recreation Mr. Urey presented decrease in wages to change from two part time summer help positions in 2017 to one part time summer help position in 2018. Also discussed the lease agreement for the Senior Center and their willingness to absorb some of the other expenses associated with running the facility that has fallen on the Borough to fund as the owner of the property.  Debt Service – Principal and Interest Mr. Urey presented the bond payment amount along with the small borrowing amounts. The bond payment includes the Sports Complex and Street Scape and the small borrowing amounts include the Fire Squad Vehicle and the Police Cruisers.  Insurance – Casualty/Surety Mr. Urey presented figures that match the 2017 expenses not anticipating any major increase, but reminded all that the new rate schedule is not received until February.  Comments on the General Fund Mr. Urey discussed that the proposed 2018 budget would be balanced if West Salem Township agrees to contract for police coverage at the same rate as the expiring contract. As of this moment, the 2018 budget shows a deficit of $91,759.00. Mr. Urey also reminded everyone that he will continue to refine the numbers over the next month. PUBLIC COMMENTS (Related to the Proposed 2017 Budget Mrs. Betty Mincer asked why there was still an amount of $3,000 for the Public Safety Director Secretary when the Public Safety Director position had been removed and nothing was being done. Council responded that the Administrative Assistant worked for the Police Department and Fire Department not just for the Public Safety Director and that those administrative duties are still being done by the remaining Administrative Assistant. Mrs. Mincer then asked if $3,000 was a raise for the remaining Administrative Assistant since the person that previously filled that position was eliminated. Council responded with no, that work is still being completed, just by one Administrative Assistant instead of two. There are no raises proposed in the 2018 budget, just the $1,000 stipend that is in place by contract. Mrs. Mincer then asked if Mr. Huffman wears a uniform to work or if he wears jeans every day because in her review of previous year’s budgets, there is a line item for uniforms. Mrs. Mincer stated that $250 has been budgeted for on 5 Borough of Greenville Council Minutes 10-30-17 that line item annually. Council explained that the Code Officer, Mr. Reedy, did indeed have monogramed polo shirts for not just his protection, but also the protection of the residents. These monogramed shirts had his name along with the Borough Code Office insignia to identify him while doing his job. Mr. Urey presented that only $63.50 had been used out of that line item. Lastly, Mrs. Mincer asked why there is money budgeted in the Public Works section for meals. Council explained that is for trainings and if the employee is mandated to work an extended shift, it is in their contract that we reimburse them a certain amount per day for meals. Mr. Urey presented that the line item is $50.0 and has never been used. This is contractual, but the employees do not take advantage of it. Mr. Evan Hereford commented that the overtime line items in the Police Department and Fire Department seem to still present a shortfall compared to previous years. Council explained that with recent training in the Fire Department more part-time members are able to fill shifts as supervisors which in turn will cut down on the overtime. Council also explained that the Police Department has more strict rules in place in their contract to be able to use part time officers to fill in as shift supervisors. They must not only have the training, but they must also have years of service to be able to serve in that role. The Police Department is still struggling with staffing issues, but are doing the best that they can with the situation they have to keep overtime at a minimum. Mrs. Mincer asked why the Storm Water Utility Budget was not presented. Council explained that only the General Fund was being presented during the special session in accordance with the ACT 47 plan. COUNCIL COMMENTS Councilor Zuschlag thanked all involved in making the Truck or Treat event at Riverside Park a huge success. It was estimated that roughly 700 kids participated in the event which was remarkable for being the first year. Councilor Bailey announced his appreciation for everyone that came out and asked questions about the budget. ADJOURNMENT TO EXECUTIVE SESSION Motion by Councilor Hollowell, seconded by Councilor Bailey to adjourn to executive session at 8:25pm to discuss a personnel matter. Motion carried 7 – 0. Motion by Councilor Hollowell, seconded by Councilor Bailey to adjourn from executive session at 8:43pm. Motion carried 7 – 0. ADJOURNMENT Having no other business before council, motion by Councilor Hollowell, seconded by Councilor Bailey, to adjourn the meeting at 8:44pm. Motion carried 7 – 0. Respectfully submitted, Jasson W. Urey Borough Manager/Secretary 6