Minutes from

October 27th, 2008

Board of Supervisors Meeting

2009 Budget Work Session

NOTES

In attendance were: Barbara N. Lyons, Chairman; E. Thomas Scarborough, Jr, Vice Chairman; Cynthia Philo, and Jeffrey Bennett. Also in attendance Stephanie J. Mason, Township Manager, William Wightman, Finance Officer; Richard John, Director of Operations; Karen Sweeney, Director of Parks and Recreation; and David Nettina, Ways and Means. Absent:  Barbara Eisenhardt.

Mr. Wightman handed out a revised budget summary capital request. List of items related to budget. He indicated that as of Friday, there was $400,000 operating shortfall. That meeting with Mr. Nettina on Friday with the Township Manager and Director of Operations and Jeff Bennett, liaison to Ways & Means, reductions were looked at and now there is $232,024 in a shortfall. There are also several items that have been requested by Boards and Commissions that the staff did not believe they should address but the Board of Supervisors should look at.

The Park and Recreation portion is short $115,963. The Park and Recreation maintenance is $56,115 short for a total of $172,078 in Park and Recreation Operations.

Salaries are proposed at 4% for non-uniformed based on the 5%-6% Philadelphia wage earners information from August. 1% is about $10,000.

Mr. Nettina reviewed with the Board how it started out and how we’ve gotten to where we are today and felt that good work has done to bring it to this point. He indicated that basically the Board needs to address the operational shortfall and pull money from the reserve, make further cuts or raise taxes. Knowing that is not in the cards, further changes need to be made or an awareness of the fact that the current funding level for the Park and Recreation operations just is not covering the expenses. He also indicated that since the township purchased the land, created the parks, maintenance is a responsibility of the township. Without proper maintenance the township increases it’s liability in that regard.

There was discussion regarding Park and Recreation master plan for $30,000 that was in the budget. Ms. Sweeney indicated that the Joint Park Recreation Open Space Comprehensive Plan that was done with the Borough last year and adopted by the Board called for the study and creation of a master plan for each of the township’s facilities.

Ms. Lyons asked if Borough would be involved. Ms. Sweeney indicated that the Borough would not be involve it would just be the township, because each municipality needs to look at their own facilities. Ms. Lyons wondered why we couldn’t spend $5,000, per master plan per park.

After further discussion it was the consensus of the Board to leave $15,000 in the budget and focus on the larger parks and study how to improve it and be able to find out way to better use it as a money generator. The goal is to make it more self-sufficient.

The fly-over study for the Bucks County Water & Sewer Authority for $30,000, it was recommended that since there haven’t been any decisions regarding the sewering of the township, that item should be pulled out of the budget.

The request from the Public Water & Sewer Advisory Committee for $25,000 to look at additional study areas, it was suggested that be removed, as they need to complete the Pebble Ridge/Woodridge area recommendations to the Board of Supervisors before moving on to another neighborhood.

The Telecommunications Advisory Board asked for $12, 434 for video equipment and personnel ($1,980) it also included improvements to the sound system, the Telvue high profile screen. After discussion it was suggested that $6,000 remain in the budget, the majority going to audio equipment. It was also suggested that the township should utilize interns and staff that does not require overtime to run the equipment.

$2,000 for the EAC, $1,200 or more is used for a grant and dues/subscriptions that they have. It was recommended that we get some further information on the balance of that money and how it is used before reducing it.

The consensus was that the money ($200) for the Senior Task Force should be removed all together.

The personnel request for $35,000 which would be an additional part-time employee in Finance Department was dropped from the budget and replaced with $10,000 utilizing an intern from local college who maybe studying accounting.

After discussion regarding the proposed CB Ambulance ballot issue, it was suggest that the $50,000 be taken out or excluded in the numbers at this point in time and will be addressed if the ballot issue doesn’t pass.

Ms. Philo asked what the overtime cost is for Oktoberfest. Mr. Wightman indicated somewhere between $13,000 - $14,000 which is paid for out of the Oktoberfest proceeds (taken off the top).

There was some discussion regarding the Rt. 202 Parkway. If that goes through in 2009, perhaps Oktoberfest as we know it will not occur in that location. Mr. John indicated that he and Ms. Mason have reviewed the plan and that most of the Oktoberfest site is intended to be used for the Parkway. Having an event in that location will be very difficult.

Ms. Philo suggested that perhaps we could increase attendance at the Golf Outing and focus on other fundraising events for the park.

Ms. Lyons indicated that they are two different events and that people may not give to both. As Ms. Sweeney explained the Oktoberfest is really a “goodwill” event and not a fundraiser. Perhaps we should consider finding another event.

The Board looked at the Park and Recreation Operations Fund Income and Expenditure Summary. They had several questions for Ms. Sweeney and Mr. John.

They looked at the printing expenses for the program guide and other printing materials. They looked at the meeting and conference area. The recreation supplies, which were zeroed out and should not have been, this is for equipment like tables and chairs etc.

Ms. Lyons asked if 10% across the board could be increased in the revenue category. Ms. Sweeney indicated that it has to be evaluated on a program by program basis. It is continuously monitored.

The Board also looked at the maintenance fees for the computer software programs, contractual obligations that the township has.

Mr. Bennett indicated that it looks like we have about $100,000 operational deficit. We have to acknowledge that it occurs because Park and Recreation operations are not funded properly but it provides value to the community and that’s a cost and the maintenance is a cost for owning the facilities. Proper maintenance is important for the liability. We just have to recognize that. He also suggested that we should be cautious because increasing things could also create a problem in the current economy people may drop off and not participate in the activities if we increase them too much.

The Board looked at the tree trimming for both Park and Recreation and over all township and how much money we are allocating in that line item, $50,000 last year.

Mr. John said he would live with whatever number the Board provided, however, it is a program that we’ve utilized for 10 years and one from a liability standpoint again for roadway safety needs to be addressed.

Ms. Philo indicated that was a concern of hers and whether or not we are really not doing enough. After further discussion it was agreed to drop that line item to $40,000.

The Board also discussed the fact that one of our Code Enforcement employees has indicated that they are going to retire in December 2008 and that there would be a savings, but the department head has asked for a portion of it to be set aside to utilize contracted services if need be. It was suggested that at this time the money would be taken out of the budget and if additional help was needed then a needs assessment would need to be completed.

It was brought up that there is an extra pay period in 2009, which has not occurred in 11 years.

The Board discussed again the cost of living for the non-uniformed employees. There was some discussion about dropping it to 3% without merit and also looking at what the police had scheduled at 3.5%. Mr. Bennett suggested not going below that. After further discussion the consensus of the Board was to leave non-uniformed employees salaries for 2009 at 3.5%

There was some discussion regarding the Teen Center and the donation of $2,500 to the YMCA. It was suggested that we call and confirm with the YMCA the requirements for membership for the Teen Center.

Also, the Tax Collector is requesting $1,500 for training that will remain.

There was also some discussion about PSATS and whether or not PSATS should be taken out in terms of training. No consensus was reached.

After further discussion it was agreed that there have been a lot of cuts made during the meeting and that Mr. Wightman should go back and re-run the numbers and see where we are at, see if there is still  a shortfall and come back on November 10^th at 10:00 AM. It still would allow us time to make any additional changes for preliminary adoption by November 18^th.

Being no further business the meeting adjourned.

Respectfully submitted by

Stephanie J. Mason