FINANCIAL PLANNING COMMITTEE

THURSDAY JULY 21, 2005


DRAFT - SUBJECT TO AMENDMENT BY FINANCIAL PLANNING COMMITTEE UNTIL APPROVED


The regular meeting of the Newtown Township Financial Planning Committee met on Thursday, July 21, 2005 in the meeting room of the Township Municipal Building.

Members present were Anne Goren, Philip Newmuis, Elaine Gibbs, Allen Fidler and Township Manager Bob Pellegrino. Excused were Sarita Tirpak, Ryan O’Keefe, Robert Dieterle and Phil Vance.

Also present were John Boyle, Assistant to the Township Manager, Gary Crossland, Superintendent, Public Works, Don Harris, Newtown Emergency Services Department and Jennifer Dicks, a resident from Wiltshire Walk.

Chairman Goren called the meeting to order at 7:05 P.M.

MINUTES OF MAY 19, 2005:

The approval of the minutes from the May 19, 2005 meeting has been deferred until the September 15, 2005 meeting.

OLD BUSINESS

Departments 2006 Capital Request

Ms. Gibbs advised the Committee members that the presentation for the Codes Department would be done with the absence of Mr. Harwood.

Newtown Emergency Services Department

The Newtown Emergency Services Department made their presentation to the Financial Planning Committee with regards to their 2006 Capital request. The Committee members discussed the memorandum received from Mr. Harris dated June 16, 2005.

The Committee members discussed the request for five (5) additional radios for the Emergency Services Department. The cost would be approximately $18,500.00. Mr. Harris advised that the Township will need to purchase the additional radios, but it could be deferred until 2007.

The Committee members discussed the request to replace a special service vehicle. The cost would be approximately $38,000.00. Mr. Harris advised that this is a main concern to him. He advised that the Emergency Services Department is looking to purchase a new pick-up truck with a cap or a suburban that would be used daily and for emergencies. The vehicle would be 4-wheel drive. Mr. Pellegrino advised that this request was in the 2005 Budget but he removed it.

The Committee members discussed the request to replace the fire fighting turnout gear. The cost would be approximately $19,665.00 ($2,185.00 per FF). The Committee members discussed deferring the request until 2007 or later, purchasing the equipment as needed or replacing one (1) or two (2) per year thru the regular budget. Mr. Pellegrino suggested moving this item to the operating budget and purchasing one (1) or two (2) a year. The Committee members discussed the possibility of applying for grants.

The Committee members discussed the request for computer systems for the office and vehicles and palm pilots for the inspections. Mr. Harris advised that the system is a comprehensive computer system for the office and vehicles similar to a palm pilot. He also advised that the system is not yet available but should be available within the next couple of years. The Committee discussed deferring the request until 2008. Mr. Pellegrino commented with regards to the palm pilots for the inspections. Mr. Harris advised the Committee on the computer software the department is looking into. He advised that he is trying to consolidate to one program and a billing program. Ms. Gibbs commented with regards to the accounting aspect.

The Committee members discussed the request for hardware and software. The cost would be approximately $46,600.00. Mr. Harris advised that the department needs a server and the office computer system needs to be upgraded. Mr. Pellegrino and Ms. Gibbs advised that the Technology Department should be replacing the Emergency Services Department’s computer equipment in 2006. Ms. Gibbs advised that she would speak with Mr. Weaver regarding the computer upgrades.

The Committee members discussed the request for an Emergency Management Mobile Command vehicle for the year 2015. The members discussed the availability of grants and agreed to research.

The Committee members thanked Mr. Harris for his time.

Newtown Township Public Works Department

Mr. Crossland made his presentation to the Financial Planning Committee regarding the Public Works Department and their 2006 Capital request. The Committee members review a memorandum from the Public Works Department dated June 16, 2005.

Mr. Crossland advised the Committee members that the year 2005 has been a good year for catching up on projects.

Mr. Crossland discussed the replacement of storm drains within the Township.

Mr. Crossland updated the Committee members with regards to the roads within the Township. He advised that crack filling and repairs to the roadways would be starting in September. He discussed the resurfacing work done by Miller, the proposed roadwork for 2006 and this year’s winter conditions. The approximate funding from Liquid Fuels for roadway maintenance in the year 2006 is $400,000.00. -$500,000.00. Mr. Crossland advised that the expense to maintain the Township’s roads would continue to increase yearly. Mr. Pellegrino advised that funds from the Liquid Fuels funds are used to help cover the cost to maintain the roads. The Committee members discussed last year’s budget.

The Committee members discussed the equipment requested by the Public Works Department. Mr. Crossland advised the Committee members that he would request the Township to purchase a pot hole patcher, the approximate cost is $17,000.00. He explained how the pot hole patcher works. He discussed the possibility of having a pot hole patching contract and advised that the County will pay for the repairs on a State road. The Committee members discussed the conditions of the roads within the Township. Mr. Pellegrino advised on repairing State roads without a contract. Mr. Crossland advised that the useful life expectancy of the pot hole patcher is approximately ten (10) to fifteen (15) years. He advised that the pot hole patcher could have a problem with the thermo-coupler, which cost approximately $200.00 - $300.00. Mr. Crossland advised the Committee members that he would request the Township to purchase a tar kettle/crack filler unit for approximately $19,000.00. He explained how the tar kettle/crack filler unit works. He advised that the useful life expectancy of the tar kettle/crack filler is approximately ten (10) to fifteen (15) years. He advised that this year the Township will rent a tar kettle/crack filler. He also advised on the condition of the Township’s current tar kettle. Mr. Crossland advised the Committee members that he would request the Township to purchase a new base control unit for approximately $5,000.00. He advised the Committee members on the age and condition of the current base control unit. Mr. Crossland advised the Committee members that he would request the Township to purchase a tractor and finish deck mower for approximately $75,000.00. He stressed the importance of purchasing the tractor and finish deck mower. He advised on the current condition of the Township’s 1992 mower. He advised that the useful life expectancy of the tractor is approximately ten (10) to fifteen (15) years. The Committee members discussed the areas within the Township where this mower would be used. Mr. Pellegrino advised that Liquid Fuels funds could not by used to purchase the tractor and finish deck mower.

The Committee members discussed the Public Work Department Equipment Replacement Schedule for 2006 – 2011. Mr. Crossland advised that the 1988 Craftsman van has had recent work and the replacement could be deferred until 2008.

Mr. Crossland updated the Committee members with regards to the Township’s buildings and grounds. He discussed the Township’s underground fuel tanks. The Committee members discussed the DEP regulations. Mr. Pellegrino advised the Committee that the relocation of the fuel tanks has been designed into the proposed Municipal Complex. Mr. Crossland updated the Committee members with regards to the condition of the Public Works garage, he advised that the garage needs a new roof as soon as possible. The approximate cost to repair the garage is $8,000.00. Mr. Crossland updated the Committee members with regards to the condition of the School House, he advised that the building is in need of some repairs and repainting to the exterior. The approximate cost of the repairs and repainting is $12,000.00 - $15,000.00. Mr. Crossland updated the Committee members with regards to the condition of the Township Building, he advised that the building is in need of some repairs and repainting to the exterior. The approximate cost of the repairs and repainting is $12,000.00 - $14,000.00. Mr. Crossland updated the Committee members with regards to the condition of the salt shed, he advised that the Township needs to double the size of the current storage area. The approximate cost to increase the size of the current storage area is $30,000.00 - $40,000.00. Mr. Pellegrino advised that increasing the salt shed is part of the expansion of the proposed Municipal Complex. The Committee members discussed the use of a brine solution. Mr. Crossland advised. Mr. Crossland updated the Committee members with regards to the condition of the Clark property. He advised the Committee members on the work being done to the interior of the house. He advised that the repairs to the porch roof should be complete within the next couple of weeks. He advised that the house is in need of some repairs and repainting to the exterior. The approximate cost of the repairs and repainting is $12,000.00 - $14,000.00. Ms. Goren commented with regards to installing an air conditioning system into the house. Mr. Pellegrino advised the Committee members that the Township has $36,000.00 left from 2002 Community Development Funds. He advised that the Township had to use the money this year or loss the money. He commented with regards to the CDBG. He advised that the Township had the Clark property listed on the Local Historic Register at the County, so that money from the 2002 Community Development Funds could be used for the Clark house. He advised that the Community Development Funds would be used to pay for the repairs to the porch roof and the air conditioning system. The Committee members discussed the bids the Township has received regarding the air conditioning system. Mr. Pellegrino advised the Committee members on the bid process and the ability to negotiate a contract. He also advised the members on the bids the Township has received and advised that he will recommend that the Township award the contract of $35,000.00. The Committee members discussed the availability of grants. Ms. Gibbs commented with regards to having someone living in the Clark property. Mr. Crossland updated the Committee members with regards to the condition of the Clark barn. He advised that the barn’s exterior is in need of repairs and repainting and the interior needs to have some electrical work done. The approximate cost of the repairs is $15,000.00 - $20,000.00.

The Committee members thanked Mr. Crossland for his time.

Newtown Township Codes Department

The Committee members reviewed a memorandum from Mr. Harwood dated June 8, 2005. Ms. Gibbs advised the Committee members with regards to the request made by the Codes Department. The Committee members discussed the GEO Plans system. The system would cost approximately $20,000.00. The Committee members discussed the compatibility between GEO Plans and the Township’s current computer system. Ms. Gibbs advised the Committee members on discussions with AMS to provide the Codes Department with the programs they need. The Committee members discussed the AMS system. Mr. Newmuis commented with regards to Mr. Harwood’s concerns stated in the June 8, 2005 memorandum. The Committee members were in agreement that there needed to be further discussions with the Codes Department staff to research their computer needs.

NEW BUSINESS

OTHER BUSINESS

Ms. Gibbs advised the Committee members that currently the School House is housing all the Codes Department’s files.

Mr. Pellegrino advised the Committee members that the Township would no longer be using the old Acme site for storage.

The Committee members discussed renting space from the County for storage.

Ms. Gibbs explained the need to access certain files. She advised that the Township is currently working on copying files to a computer. The Committee members discussed the need to retain hard copies. Mr. Pellegrino advised on the Township’s current record storage. Ms. Gibbs commented with regards to the plusses of being able to view a file on the computer. Mr. Pellegrino advised the Committee members on the current software the Township is using.

Ms. Gibbs suggested canceling the August meeting. The Committee members agreed to cancel the August meeting.

The Committee members discussed Mr. Fidler making a presentation to the BOS with regards to the proposed sources to generate new revenue for the Township.

The Committee member discussed the number of people employed within the Township.

ADJOURNMENT

There being no further business to come before the Committee, the meeting was duly adjourned.

The next meeting is scheduled for September 15, 2005 at 7 P.M.

 

Respectfully submitted,

 

_____________________________
Christy Holley, Recording Secretary