BUTLER COUNTY BOARD OF COMMISSIONERS Public Meeting Thursday, December 29, :00 a.m. MINUTES

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1 BUTLER COUNTY BOARD OF COMMISSIONERS Public Meeting Thursday, December 29, :00 a.m. MINUTES PRESENT: Chairman Leslie Osche Commissioner Kimberly Geyer Commissioner Kevin Boozel Scott Andrejchak, Chief Clerk Michael English, County Solicitor Lori Altman, Human Resources April Anschutz, Administrative Asst. Donna Armahizer, Mapping Steve Bicehouse, Emergency Services Ann Brown, Human Services Sarah Edwards, Register of Wills Quinton Grey, Prison Tom Holman, Court Administration Donna Jenereski, Drug & Alcohol Janine Kennedy, Community Action Joel MacKay, Planning Diane Marburger, Treasurer Jennifer Passarelli, Prison Chris Savage, Assessment Maria Thomas, Recording Admin. Asst. Jim Venturini, Information Technology Visitors: Steve Blackwood Natalie Brown, Penn Twp. John Caulfield, Motorola John Garlow, Ford Business Machines Johnathan Garlow, Ford Business Machines Randy Howell, Motorola Mark Krenitsky, Connoquenessing Jeff Kuhns, Xerox Marcy Latess Jamie Musulin, Evans City Ethan Nicholas, Cranberry Twp. Tracey Richardson, Ford Business Machines Ray Steffler, Senator Hutchinson s Office Media: Kayla Molczan, Butler Radio Tom Victoria, Butler Eagle CALL MEETING TO ORDER The regular public meeting of the Butler County Board of Commissioners was called to order by Chairman Leslie Osche at 10:36 a.m. on Thursday, December 29, 2016, in the Public Meeting Room. MOMENT OF SILENT PRAYER/PLEDGE OF ALLEGIANCE A moment of silent prayer was observed, followed by the Pledge of Allegiance. PUBLIC COMMENT Johnathan Garlow of Ford Business Machines asked the Board to consider tabling or rejecting the agenda item regarding approval of Xerox agreement to merge print services. Tracey Richardson of Ford Business Machines spoke about Ford being active in local counties. She also spoke about what Ford is doing in Fayette County. Ms. Richardson asked the Board 1

2 to look at the contracts and the personalized services Ford gives to counties and see if the competitors do this. Ethan Nicholas of Cranberry Township stated he is a customer and friend of Ford Business Machines. Mr. Nicholas talked about Ford helping to grow his business. He talked about donations his company has made that were possible through his business involvement with Ford. He asked the Board to table the approval of the agenda item regarding the Xerox contract. John Garlow, owner of Ford Business Machines, talked about Ford being here for the long haul. He named counties Ford works with. Mr. Garlow stated that Ford is cheaper than Xerox by $2,000 a month less. Jamie Musulin of Evans City spoke about the proposed approval of vendor. She spoke about commitment, cost of ownership and having no end of life for system/equipment. Ms. Musulin questioned the coverage area and urged the Board to request that nothing be shipped until it is ready to be used. APPROVAL OF MINUTES Chairman Osche called for a motion to approve the November 30, 2016, agenda-setting meeting and the December 7, 2016, public meeting. Commissioner Boozel made the motion; seconded by Commissioner Geyer. The motion carried unanimously PROCLAMATIONS AND PRESENTATIONS None. OLD BUSINESS None. NEW BUSINESS A. Assessment 1. Chris Savage requested approval of settlement of tax assessment appeal filed by ALC PA Inc. for Tax I.D. Parcel No BE, 100 Sterling Village for a fair market value of $3,425, Mr. Savage requested approval of Annual Software Support Program Agreement with RBA in the total amount of $26,790 ($16,500 for Tax Assessment and $10,290 for Tax Claim). Mr. Savage reported this is an $831 increase from prior years. 3. Mr. Savage requested to table this item; the approval of License and Services Agreement with Tyler Technologies for IAS World Cama Installation. Chairman Osche stated this item is on the 2

3 agenda as discussion. Mr. Savage reported he will likely come back to the Board regarding this matter in January, B. Court Administration 1. Tom Holman requested approval of agreement for janitorial services with Darlene Covert for District Court at $325/month. Commissioner Geyer made the motion; seconded by Commissioner Boozel. The motion carried C. Emergency Services 1. Steve Bicehouse requested approval of an agreement with Butler Hospital to provide physicals and testing for the members of the Haz Mat Team. This is a requirement for Certification and paid for by the HMEP grant. Commissioner Boozel made the motion; seconded by Commissioner Geyer. The motion carried 2. Mr. Bicehouse requested approval of a Pictometry update with single flight for $213,603. This is new County imagery and software that benefits Emergency Services, Mapping, Planning and Assessment. 3. Mr. Bicehouse requested approval of a Contract with Mission Critical Partners for $572,087 to provide Radio System implementation and integration support including project management, construction management, vendor oversight, P25 system implementation and installation, system testing and acceptance. 4. Mr. Bicehouse requested approval of a contract with Motorola for a complete 800Mhz Phase II TDMA P25 radio system with 13 sites for $9,995,467.28, not including maintenance. There was discussion on this contract and the addition of three towers. Mr. Bicehouse announced a public forum will be held on January 31, 2017 at 7:00pm at Butler County Community College in Founders Hall. This is the first in a series of public forums on this matter. The Board thanked everyone involved in this process including the community. 5. Mr. Bicehouse requested approval to apply for the EMPG grant for Amount last year was not to exceed $92,000. This pays for 50% of the Emergency Management Coordinator and Emergency planner salary and benefits. 3

4 D. Facilities & Operations 1. On behalf of John Campbell, Chief Clerk Scott Andrejchak requested approval of contract with Cummins Bridgeway, LLC for preventative maintenance on Prison generators, with authorization for Chairman to sign. E. Human Services 1. Ann Brown requested approval of Catholic Charities HUD Home Again Contract dated December 1, 2016 through November 30, 2017, as follows: Name of Program Program Maximum HUD Home Again Leasing $147,276 Supportive Services Case Management $21,631 Administrative $3, Ms. Brown requested approval of amendment to Catholic Charities ESG Contract dated March 1, 2016 through July 14, Contract amended to add $80,000 for Rapid Rehousing. F. Human Services Drug & Alcohol 1. Ann Brown requested approval of Treatment, Intervention & Prevention Contracts with Another Way and Contract Amendment with Pyramid Healthcare, as follows: Treatment, Intervention & Prevention Contracts Another Way Contract: Facility No Halfway House Adult Male $105.00/ Day Pyramid Healthcare Contract Amendment: FY Contract amended in order to add Long Term Non Hospital Residential Treatment services under Facility # at fee for service rate of $217.35/Day. G. Human Services Community Action 1. Ann Brown requested approval to enter into a contract agreement with the Housing Authority of Butler County for the Emergency Residential Rehabilitation Program. The term of the contract is January 1, 2017 to December 31, 2017 and the amount is $75,000. Funding is from the Act 137 Affordable Housing Deeds Fund. 4

5 2. Ms. Brown requested approval to amend the following Community Services Block Grant contracts with terms of January 1, 2016 through December 31, 2016: Increase New Contract a. Catholic Charities $1,500 $56,500 b. Lighthouse Foundation $3,000 $9,500 c. Center For Community Resources $6,461 $47,961 d. Blind Association $2,000 $12, Ms. Brown requested approval to enter into a contract agreement with Center for Community Resources for services provided under the HOPE program. The term of the contract is October 1, 2016 to September 30, 2017 and the amount $170, Ms. Brown requested approval to amend the 2016/2017 contract with Alliance for Nonprofit Resources (ANR) for the provision of Medical Assistance Transportation Program services. The nature of this amendment is to change the effective dates for program funding to July 1, 2016 through September 30, 2016 and add a fee for service contract rate of $34.82 per trip for the period October 1, 2016 through June 30, Ms. Brown requested approval to enter into contract with Alliance For Nonprofit Resources for provision of services under the Welfare 2 Work (W2W) Transportation Program. The term of the contract is July 1, 2016 through June 30, 2017 and the amount not to exceed $30,000. H. Human Resources 1. Lori Altman requested ratification of approval to complete settlement form regarding proposed indirect purchaser s settlement brought against Astellas Pharma U.SU.Inc. on behalf of certain purchaser s and third party payors including the County of Butler. Anticipated amount to be refunded to County is $2, I. Planning Commission 1. Joel MacKay requested approval to reappoint the following members to the Planning Board for four-year terms running from January 1, 2017 through January 1, 2021: a. Charles McCall b. Ron Henshaw 5

6 2. Mr. MacKay requested approval to appoint Larry Kurpakus, replacing Jeff Thompson on the Planning Board, for a four-year term running from January 1, 2017 through January 1, J. Mapping 1. Donna Armahizer requested approval to renew software maintenance agreement with ESRI for GIS mapping software 2017 in the amount of $12,850, with authorization for the Chairman to sign. K. Register of Wills 1. Sarah Edwards requested approval of proposal from Compucom, Inc. for larger document microfilming and jacket services in the amount of $5,985, to be paid from Automation Fund of Register of Wills. L. Sheriff s Office 1. On behalf of Sheriff Slupe, Chief Clerk Andrejchak requested approval of a contract with Connoquenessing Township. M. Commissioners 1. Chief Clerk Andrejchak requested approval of Reimbursement Resolution Chief Clerk Andrejchak requested approval of revisions to the Business Travel Expense Policy [ 407(b)(2)(f) and 407(b)(4)(a), (b) and (f)]. 3. Chief Clerk Andrejchak requested approval of Resolution supporting a grant application through the PA Housing Affordability and Rehabilitation Enhancement Fund by the Redevelopment Authority of the County of Butler s accessible housing initiative. 6

7 4. Chief Clerk Andrejchak requested adoption of the following Resolutions related to the 2017 Budget: a. Resolution # Adoption of the 2017 Budget b. Resolution # BC3 Real Estate Tax c. Resolution # General Revenue Real Estate Tax d. Resolution # Debt Service Real Estate Tax e. Resolution # Reaffirmation of GASB Statement There was discussion regarding this agenda item for the approval of agreement with Xerox for managed print services. Commissioner Boozel spoke about the print management committee, pricing, product and return on investment as well as RFP s driving prices down. Jeff Kuhns of Xerox spoke about ways to make the County more efficient. He spoke about working to drive out costs on a continuous basis while not disrupting end users. Mr. Kuhns stated that less printers are needed. Chairman Osche spoke about considering several items, including the cost paid per print and what will be paid going forward; benefits of this change besides the cost; and Xerox s implementation plan rising to the top out of the three vendors. Chairman Osche also spoke about Ford Business having built relationships and contributions they have made. Controller Ben Holland spoke about there being a number of inefficiencies and commending the Board for moving forward with this. Controller Holland stated he believes there will be definite savings. Chairman Osche indicated that because the Xerox contract was not in front of the Board for review this morning, they would not be approving the contract today. Commissioner Boozel amended this item as follows: Approval to look toward proceeding with Xerox with contracted negotiations, pending review of the solicitor, with clear direction being given to all vendors. Commissioner Boozel made the amended motion, seconded by Commissioner Geyer. The motion carried BUDGETARY TRANSFERS Chief Clerk Andrejchak asked for a motion to approve the budgetary transfers. Commissioner Geyer made the motion; seconded by Commissioner Boozel. The motion carried RATIFICATION OF PERSONNEL TRANSACTIONS Chief Clerk Andrejchak announced that there are no personnel transactions to be ratified. TRAVEL REQUESTS Chief Clerk Andrejchak asked for a motion to approve the travel requests. Commissioner Boozel made the motion; seconded by Commissioner Geyer. The motion carried 7

8 REQUISITIONS Chief Clerk Andrejchak asked for a motion to approve the requisitions. Commissioner Boozel made the motion; seconded by Commissioner Geyer. The motion carried CHECK REGISTER Chief Clerk Andrejchak asked for a motion to approve the check register. Commissioner Boozel made the motion; seconded by Commissioner Geyer. The motion carried CONFERENCE TIME WITH MEDIA Chairman Osche suspended the minutes for conference time with the media. Following media questions, the minutes resumed. PUBLIC COMMENT ON GENERAL ITEMS Mark Krenitsky asked the Board whether people can send pictures and texts to with the new system. He also spoke about an issue with judicial sales stating that he believes that if someone transfers ownership, they should have to pay property taxes. Jeff Kuhns stated he has the Xerox contracts with him and ready for review today. Steve Blackwood of Cannon stated that making decisions based on a vision and not the RFP could be irresponsible. He also stated that having a local team matters. John Garlow stated that he saw what was going on in Butler County previously and that their proposal is much less than Xerox. Mr. Garlow further stated that a decision to go with Xerox will change Ford s focus on Butler County. Jamie Musulin of Evans City stated she does not understand why no maintenance figure is included on the item. Steve Bicehouse responded to Ms. Musulin that the maintenance figure has to be negotiated out. ADJOURNMENT There being no further business, Chairman Osche called for a motion to adjourn. Commissioner Boozel made the motion, seconded by Commissioner Geyer. The motion carried The meeting adjourned at 11:59 a.m. Respectfully submitted, Maria Thomas Recording Administrative Assistant Date Approved: January 18,

9 BUTLER COUNTY COMMISSIONERS MEETING SCHEDULE: ANNUAL SALARY BOARD ORG MTG.: NEXT AGENDA-SETTING MEETING: NEXT PUBLIC MEETING: FUTURE MEETINGS: Monday, January 9, 2017, 10:00 a.m. Commissioners Conference Room, 5th Floor Wednesday, January 11, 2017, 10:00 a.m. Public Meeting Room, 1st Floor Wednesday, January 18, 2017, 10:00 a.m. Public Meeting Room, 1st Floor Wednesday, February 8, 2017 Agenda-Setting Meeting Wednesday, February 15, 2017 Public Meeting The purpose of the agenda-setting meeting is to discuss matters of importance which may come before the Board of Commissioners for official action at the following public meeting. The attachments and documents for the agenda-setting meeting are subject to change before the time of official action or adoption. 9