YORK ADAMS TAX BUREAU BOARD OF DIRECTORS MEETING Minutes July 31, 2017

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1 YORK ADAMS TAX BUREAU BOARD OF DIRECTORS MEETING Minutes July 31, 2017 Call to Order Board President Tim Beard called the regular meeting of the Board of Directors of the York Adams Tax Bureau to order at 6:30 PM Monday, July 31, 2017 in the meeting room of the Adams County EMS Facility, Gettysburg PA. Quorum A count of voting representatives was taken by K.C. McCleary. Forty-two (42) voting members were present, representing a quorum. Bureau membership stands at 124. According to the By-Laws, a quorum shall be represented by 25% of membership, or 31 voting members. President s Remarks President Beard thanked everyone for coming and giving us a quorum. Minutes The minutes of the April 2017 meeting were approved as presented on a motion by Anne Loeffler with a second by Bob Jackson. Dennis Luckenbaugh abstained. Motion passed with all yeas except this one abstention. Treasurer s Report and Report of Office Activity Al Timko presented the quarterly Treasurer s Report. He reported that the Bureau s year-to-date collections for all taxes for 2017 exceeded the same period in 2016 by approximately $7,300,000. Tax Collection Services collections (local services tax, mercantile/business privilege tax and delinquent per capita tax) are approximately $600,000 higher than the same period last year. For distributions, he presented a three-year comparison (2017, 2016 and 2015) showing that the Bureau has distributed approximately $2,500,000 more than the same period in A number of members has experienced a change in monthly distribution amounts over the last quarter. Al explained that this was a result of how the employer payment due date fell at the end of the quarter. Because the 2 nd quarter due date fell on a weekend, the payments were processed in the following month. This will happen anytime a due date falls on a weekend. If any member has a question regarding their distributions, please give Al a call. The year-to-date Local Services Tax distribution was $3,977,000, compared to $3,657,000 for last year at this time. Mercantile/Business Privilege Tax distribution was $10,260,000 for this year, compared to $9,946,000 for the same period last year. Delinquent Tax distributions are $73,257, down compared to last year which was $118,535. The Bureau is getting ready to do some large mailings for delinquent tax, and Al expects this number to come up by the next meeting. Operating Statement Al then presented the Operating Fund statement for the second quarter. Total revenues are $3,174,000, compared to total expenses of $2,189,000. This leaves an excess of revenue over expenses of $984,000. When a member asked if anything surprised Al this year, he stated that the only thing was the results of the external penetration testing conducted by SecureState. As a result of the weaknesses they pinpointed in our system, the Bureau has spent a considerable portion of its IT budget to improve security. The company was not able to

2 Board of Directors Minutes July 31, 2017 Page 2 penetrate our system, but they were successful in a phony phishing attack, so we have had to upgrade our system, antivirus and antispam ware, and to increase employee awareness training. We feel our system security is much improved as a result. Craig Peterson motioned and was seconded by Russ Raub to approve the Treasurer s report. Motion passed unanimously. Mike Sharkey then motioned to approve the Operating Statement. Sandy Ratcliff seconded. Motion passed unanimously. Committee Meetings The YATB By Laws Committee met on June 6 to amend language formalizing how the Bureau distributes excess operating fund revenue to members. The Executive and Finance Committees met on June 7 to start the budget process, and the committees offered Al a number of recommendations regarding the budget and his proposed budget transfer for Al reported that we received $103,271 as a reimbursement on our medical insurance from the PA Municipal Health Insurance Cooperative. The Committees discussed the capital improvements budget, and on July 19 the Finance Committee met to continue to work on the budget. Between the two meetings there was a heavy rainstorm that caused a number of roof leaks, and Al asked the committee to allow him to replace the roof in 2017 (it was originally slated for 2018). The Committee agreed with the recommendation. Al presented a proposed budget transfer to move funds from surplus revenue to fund categories that need additional funds, mostly related to computer infrastructure and security. The minutes of the Committee meeting were approved on a motion by Dennis Luckenbaugh with a second by Bob Jackson. Motion passed unanimously. New Business A. Change to YATB By Laws The By Laws Committee recommended the following amendment to the Bureau s Bylaws, Article VII FINANCES, Section 3(e). (Changes are in bold and underlined): (e) Upon acceptance of the Tax Bureau s annual Financial Report by the Board of Directors, the Bureau shall refund any excess of revenues over expenses from Earned Income Tax collections to the membership of the Bureau based on each members pro-rata share of Earned Income Tax distributions for the calendar year of the annual Financial Report. The Board of Directors may vote to retain all or part of any excess of revenues over expenses from Earned Income Tax collections for designated capital projects. LuAnn Dille motioned to approve the change as presented and was seconded by Sandy Ratcliff. Motion passed unanimously.

3 Board of Directors Minutes July 31, 2017 Page 3 B. Budget Transfer Al presented the following transfer of unanticipated revenue to balance the Operating Fund budget. From Account Amount 4201 Penalty on Delinquent Tax $ 75, Wage Garnishment Income 25, Reimbursed Health Premiums 25, Total $ 125, To Accounts Amount 5024 PA Unemployment $ 13, Professional Services 25, Software Support & Maintenance 36, Computers, Printers & Hardware 5, Mail Pickup Service 4, Vulnerability Testing 12, Envelopes 7, Scanning Separator Sheets 6, Water, Sewer and Refuse 3, Building/Property Maintenance 7, Safe Deposit Box Equipment Maint/Service Agreements 5, Total $ 125, Brad Hunt motioned and was seconded by Craig Rockey to approve the transfer. Motion passed unanimously. C Member Percentage of Ownership Al presented the annual prorated calculation of member percentage of ownership of Bureau assets as required by the By Laws. The figures are based on the 2016 audit report. Susan Wagel motioned and was seconded by Sandy Ratcliff. Motion passed unanimously. D. Resolution Al presented a resolution authorizing the Bureau to participate in the Keystone Purchasing Network. The purpose of the participation is to facilitate roof replacement at the York office. Ben Thomas motioned and was seconded by Anne Loeffler to authorize the resolution. Upon discussion, a number of members felt that the Bureau needs to move forward with the repairs and should not need to wait for approval to expend the funds. Ron Harris asked if it would be appropriate to amend the motion to authorize the Bureau to proceed with the work without further approval, and Al stated that he does intend to go out for bid as well to make sure we are getting the best price, and that the money for the project is already set aside in the Capital Improvements Fund. After discussion, it was decided to vote on the initial motion, which was approved unanimously. Then Ron Harris motioned to authorize the Executive Director to proceed with the project without needing to come back to the Finance Committee. Dennis Luckenbaugh seconded. Upon discussion, Brad Hunt asked to amend the motion to include the provision that Al use his professional

4 Board of Directors Minutes July 31, 2017 Page 4 discretion in selecting a contractor and that if the bid comes in higher than the budgeted figure that he address the matter with the Executive and/or the Finance Committees to obtain the authorization to proceed. Ron Harris and Dennis Luckenbaugh agreed to the motion amendment. Motion passed unanimously. Director s Comments Legislative Update Al presented a spreadsheet showing bills introduced in 2017 which impact local tax collection. He pointed out several that may make it to the Governor s desk. He expects HB 866 to pass this year. It was vetoed last year. Al advised Board members to watch these bills closely. Public Comment Dennis Luckenbaugh wanted to know why the York Adams Tax Bureau minutes are being posted on the web. He did a Google search and found minutes from the July 16 Finance Committee. He asked KC why he is posting them without the Committee s approval. KC replied that we do not post them on the YATB website, but that they are public record and are distributed to all our members. Anyone can post them on their websites. Someone asked Dennis which website he found them on. He didn t know. Mike Sharkey did a quick search using his phone and found several references to YATB or TCC minutes on member websites. Brad asked if it was possible to convene the TCC meeting, since more people have come in. Peter Ruth responded that since the TCC meeting was advertised for 6:00 PM and we are now well past that, there may be a Sunshine Act issue if we were to conduct the business now. He recommended against doing so. Adjournment There being no further business, the meeting adjourned at 7:25 PM. Respectfully submitted, K.C. McCleary Recording Secretary The following members and alternates were present at the July 31, 2017 Board of Directors Meeting: Craig Peterson Alyssa Biesecker Garry Fair Ronald J. Harris Heather Snyder Brad Hunt, alt. Larry Zimmerman Abbottstown Borough Biglerville Borough Butler Township Carroll Valley Borough Conewago Township, Adams Co. Conewago Valley School District Cross Roads Borough

5 Board of Directors Minutes July 31, 2017 Page 5 Ben Thomas Cumberland Township Trena Hall Dover Township Tim Senft Eastern York School District Larry Zimmerman, alt. East Hopewell Township Brad Hunt, alt. Fairfield Area School District Susan Wagle Fairfield Borough Rodney Stein Franklintown Borough Brad Hunt Gettysburg Area School District Nickie James Gettysburg Borough Sherry Myers Hallam Borough T. D. Beard III Hamilton Township LuAnn M. Dille Hamiltonban Township Craig Rockey Highland Township Gus Friedenvalds Huntington Township Jonathan Holmes Jackson Township Anne Loeffler Jefferson Borough Larry Dost Latimore Township Bob Jackson Liberty Township Mike Statler Littlestown Area School District Judy Hilliard Manchester Borough Scott Cook McSherrystown Borough Diane Groft Mt. Pleasant Township John Lansing New Oxford Borough Dennis Luckenbaugh North Codorus Township Bob Martin, Janet Martin Oxford Township Kristina Rodgers Penn Township Mike Sharkey Shrewsbury Borough George Ioannidis Spring Grove Area School District Sandy Ratcliff Springettsbury Township Chrissy Redding Straban Township Russell Raub Tyrone Township Brad Hunt (alt.) Upper Adams School District John Dockery Warrington Township Michele Emenheiser West Manchester Township Robert McGonnell York Springs Borough Albert R. Timko Jr. K.C. McCleary Peter Ruth, Esq. Executive Director Recording Secretary Solicitor, Stock and Leader

Hamilton Township Board of Supervisors Regular Meeting Minutes Monday July 2, 2018

CALL TO ORDER: Hamilton Township Board of Supervisors Regular Meeting Minutes Monday July 2, 2018 The meeting was called to order at 7:00 pm by Stephanie A. Egger. Supervisors present were: Timothy Beard