CAPITAL PLANNING COMMITTEE
TUESDAY SEPTEMBER 11, 2001
APPROVAL OF MINUTES: Minutes of the meeting of September meeting were approved as presented.
The regular meeting of the Capital Planning Committee was held on Tuesday, September 11, 2001 at 8:30 A.M. in the meeting room of the Township Administration Building.
Members present were Scott R. Harp, James A. Bowe, III, Allen R. Fidler, Philip Newmuis, Jr., Elaine M. Gibbs and Phil Vance. Also attending were Acting Interim Manager Tom Harwood and Joseph H. Leiber, Vice President of Applied Micro Systems, LTD.
CALL TO ORDER:
Chairman Harp called the meeting to order, thanking members for prior work and interest in developing the Capital Plan Budget for the next several years.
APPROVAL OF MINUTES:
Minutes of the meeting of August 14, 2001 were approved with a minor correction regarding the attendance and subsequent approval of a member who was inadvertently considered present and was not. The original record will be so corrected.
CAPITAL PLAN BUDGET:
The Capital Plan Budget for 2002-2006 was distributed to members present and interpreted by Mr. Harwood. He explained the Turn-Back Fund, Liquid Fuels Fund, Traffic Enhancement Program and other funding programs, stating that 20% of Liquid Fuels monies could be used toward the purchase of equipment as well as for some road improvements. He explained that in the TIP line item of $2,000,000 for the year 2003 indicated that to acquire two million, the township would be required to spend an additional two million dollars.
He stated that funds currently banked for the Sycamore Street project will continue to be spent as work is accomplished on the street, used for legal, design and architectural work. Finance Director Gibbs is meeting with Sycamore Street Chair, Vince Lombardi for further discussion regarding finances relating to the project.
Chairman Harp asked that the development following such discussion clearly develop a time line with related funding costs. Ms. Gibbs promised a billing trail of such finances will be maintained so that grant monies expected to be received by the Township can be documented when needed for accuracy.
Mr. Fidler stated the expenditure of up to two million dollars may have to be advanced prior to receipt of grant monies.
A brief discussion took place about the expenditures of Trail #1 and the application for reimbursement. Paper work for same will be completed by the contractor in conjunction with the Township Engineer.
Further explanation of the Capital Plan Budget, page by page, was done by Mr. Harwood and Ms. Gibbs. He stated that some projects proposed could be delayed, removed and some might be added as time allows. (a summary of all projected figures for expenditures/revenues will be provided and attached to the minutes by Finance Director Gibbs.)
ELECTRONIC IMAGING SYSTEM:
Finance Director Ms. Gibbs introduced Joseph H. Leibel, Vice President of Applied Micro Systems, Ltd., who gave a synopsis of the system of storage of documentation both via electronic system as opposed to the paper file and storage systems which the Township is presently coping with. AMS would establish a system via computer which could be searched for information as needed. The system would provide historical data as well as current information and be readily accessible, eliminating physical storage.
Mr. Harwood noted that the accurate in-put of information would require a vast amount of time and personnel needed for such a project in order for assurance that no vital data be over-looked.
Mr. Leibel indicated costs and equipment needs would include the purchase of a scanner at an approximate cost of $10,000. Storage areas on the present system and other related additions would supplement the required additions. Persons visiting a site where the system is operating presently would include Ms. Gibbs, Ron Weaver and Jim Bowe. A date will be determined.
An additional meeting for the purpose of studying budget presentations and development of data will be held on September 20th at 7:30 P.M. in preparation for budget hearings before the Board of Supervisors on October 15th. Mr. Harwood will develop a financial plan to submit for the AMS proposal.
There being no further business to come before the Committee, the meeting adjourned at 9:30 A.M.
Respectfully submitted: __________________________
Ethel K. Hibbs