Trafford Borough
Work Session- Tuesday, November 19, 2019
The
Trafford Borough Council held its monthly business meeting on Tuesday, November
19, 2019, at 7:00 p.m., in the Manchester Room
Council
President, Kris Cardiff, called the meeting to order and led the Pledge of
Allegiance and Moment of Silence.
(Present) Kris
Cardiff, President Ed Llewellyn, Mayor
Casey Shoub,
Vice-President Ashely
Stack, Borough Manager
Ralph Deabner,
Councilman Nina
Solivan, Asst. Manager
Leslie
Peters, Councilwoman
Steven Perovich,
Councilman
(Absent) Zackery
Cole, Councilman and Joshua Sanders,
Councilman
Councilman
Cardiff announced this meeting is for the purpose of discussing the proposed
2020 budget.
Adjournment
Councilman
Cardiff announced the next regular council meeting will be held on Wednesday,
November 6, 2019, at 7:00 PM.
A
motion “to adjourn” was made by Councilman Cole and seconded by Councilman
Shoub. The motion carried unanimously 7-0.
Manager
Stack stated there are minor changes from the first draft budget that was given
to the council at the previous council meeting. Manager Stack stated the format
for this budget is the same as it has been in years past. However, next year
she will be changing the format for an easier read.
We
eliminated a handful of line items to simplify and make it easier to read and
understand. Therefore the 2019 budget numbers are slightly different than the
ones in the proposed 2020 budget. Manager Stack stated we will now move onto
the revenues. Manager Stack stated she did not include any real estate tax
revenues for Bradford Square phase II as no lots have been sold at this
time. Manager Stack anticipates an
increase in building permits due to Bradford Square phase II. Manager Stack
stated now that Adam has all his residential certifications, he will be able to
perform all the inspections and issue all permits. This revenue will now stay
inhouse. Manager Stack moved on to line item
350.00. Manager Stack stated Dr. Harris approved for us to request more money
this year, which we did to cover the cost of living increase for the police and
our insurance. We will be receiving $8,000.00 more for the school resource
officer. Councilwoman Peters requested clarification on the $8,000.00. Manager
Stack stated Dr. Harris approved an additional $8,000.00 more than we did
previously.
Manager
Stack stated there are a few minor things with the magistrate that increased
this year. Manager Stack stated she is hoping line item 331.10 will increase
with having Adam here more frequently. Adam just went to court for a bank-owned
property that did not maintain their grass, public works had to go cut grass at
a property. The magistrate fined the bank $4,000.00. Manager Stack stated she
did not want to budget too much. She wanted to see how it goes throughout the
year.
Manager
Stack moved onto line item 342.20 Manchester Room Rental. Manager Stack stated
there was a change from draft budget one. At the time of draft budget one we
hadn't met what we budgeted for. However, we have met and exceeded that
revenue. We've had a ton of last-minute rentals. We have not gotten a lot of
weddings this year, but our other rentals are steady. We’ve received positive
feedback about the room, which we were not previously with the cleanliness and
everything else that seems to still be working out well.
Manager
Stack moved onto line item 367.14 pavilion rental fees. Manager Stack stated
the park rentals were up this year, so we increased them. Having somebody in
the parks the morning of scheduled events has made a huge difference. We didn't receive any complaints other than
the geese and the feces in the grass, which we can't at this point, do anything
about. So hopefully the decoy swans will work. They're coming in in the early
spring.
Manager
Stack moved onto the expenditures. Line item 401.110 salaries and wages were
increased by a 3% cost of living increase. Manager Stack stated there was a
previous discussion on a bonus at the end of the year after her maternity
leave. Manager Stack stated we did not have an opportunity to discuss that or
for council to assess it. Which is why she went with a 3% cost of living. Which
is about $1,500.00. Manager Stack stated the reason the health insurance line
item 401.196 Is increased is because her husband lost his and her family will
now be under the borough’s policy.
Manager
Stack moved onto line item 404.310. The solicitor’s fees are over our 2019
budgeted amount due to everything with 501 Cavitt Avenue. Hopefully, we won’t
come close to that next year. At this point, we’re leaving it the same.
Manager
Stack moved onto 405.196. There's a
minor increase, the insurance company increases four to five percent each year
under our current plan. Which is still saving us a lot of money compared to the
plan that the borough used to be under with UPMC.
Councilwoman
Peters questioned line item 405.199. Councilwoman Peters questioned if the life
insurance is new or if it was previously lumped into a different line item.
Manager
Stack stated the borough is required to provide life insurance per the employee
handbook along with the collective bargaining agreement and hadn't been doing
so prior to her employment.
Manager
Stack moved onto line item 406.352. This is a line item that was spread out
under other line items which we decided to condense. This is why it looks so
drastic because it was taken out of other line items in other departments. Line
item 406.361 electricity we did not factor in the distribution charges. We
spoke to the supplier and Duquesne Light if we would proceed with that contract
Duquesne light said that the distribution charges remain the same. There would
be a savings of $1,400.00 a year if we entered that agreement with the
supplier. We did not factor that in here. Manager Stack stated she’d like to
see how it goes this year before counting on those cost savings.
Councilwoman
Peters stated the quoted kilowatt per hour is 0.06, what is our current rate?
Manager
Stack stated she did not. APE Energy had it broken down showing us what the
cost savings would be due to the increase. Manager Stack stated no she did not
do anything further. When the meeting was held, it was passed as long as the
distribution charges were not in addition to, that we were going to proceed
with it.
Councilwoman
Peters stated I think we need to look at that because that was not her
understanding. Manager Stack stated she will check on the kilowatt per hour.
Councilwoman
Peters stated $1,400.00 is a lot. However, if we could pick away at 10 things
that are about $1,400.00 and add them back to our revenue or cost savings, that
makes more sense.
Manager
Stack stated she agrees; however, Duquesne Light’s fees are still going to
increase by eight cents by December 1, 2019. We would see at least a minimum of
$1,400.00 in savings once that increased.
Councilwoman
Peters stated I thought we would hold off until we found out.
Councilman
Perovich stated while we’re on the subject of utilities, what is going on with
line item 406.366? Manager Stack stated we were discussing this today. We don't
know if there was a leak. We've had several issues with toilets in the
Manchester Room and the lobby. The issues down in the lobby don’t always get
reported right away, which contributes to increased water consumption.
Councilwoman
Peters stated she has a question regarding section 411.366. Manager Stack
questioned if we could wait until we get to that section. Councilwoman Peters
stated that is fine.
Councilman
Cardiff questioned line item 406.229. Councilman Cardiff questioned what this
is used for and why has it gone up. Manager Stack stated anytime we hold
interviews, staff meetings, meetings with other municipalities, any training
sessions or continued education classes. They are provided lunch and placed
under this line item. Manager Stack stated when she first started oftentimes,
she would pay out of pocket. It wasn’t budgeted before and we wanted to make
sure it was.
Councilman
Cardiff questioned the increase in telephone monthly charges, line item
406.321. Manager Stack stated we switched over to Comcast’s Business Voice
system we did not know where we were going to be at with the last budget. Now
we do and it is not great.
Manager
Stack brought up wireless charges. She mentioned she will be looking into other
service providers and comparing costs to see if there are any other possible
savings. We currently have Sprint and the service is sometimes sketchy.
Councilwoman Peters stated she noticed wireless charges under 401, 409, and
410. Councilwoman Peters questioned if these are business-409only cell phones?
Councilwoman Peters stated we’re not paying someone's personal phone bill
correct.
Manager
Stack stated the phones are for work purposes, individuals have their own
personal phones.
Councilwoman
Peters stated she has three phones on her personal plan and only pays $1,200.00
per year with Verizon and the borough is paying $4,500.00 per year. She
mentioned there could be some tweaking.
Councilwoman
Peters questioned how many lines are there total? Manager Stack stated 10-12
wireless phones.
Councilman
Cardiff stated there is a $10,000.00 increase under capital purchases 406.750.
Manager Stack stated that is for the items that were budgeted last year that we
were unable to do due to 501 Cavitt Avenue. We were planning on purchasing a
new server, and cameras.
Manager
Stack stated Engineering services, 408.313, they are staying the same.
Manager
Stack stated Public works wages 409.112, are going to be the same with a cost
of living increases there. Uniform allowance 409.186 stays the same.
Capital
construction 409.650 is for the purchase of a new salt shed. We also included
the Inwood Road, Mary Street, and Homewood Avenue CDBG matching grant project,
and the 2020 paving project.
Councilwoman
Peters questioned line item 409.231, and 409.232. Do we only spend $4,700.00 a
year in gas and diesel? Manager Stack replied and stated that is just for the
public works department. Councilwoman Peters
questioned why it’s being increased by $200.00. Manager Stack stated you just
never know with the price of gas. Councilwoman Peters questioned if the
vehicles are being used for public works related items only? Manager Stack
stated yes for public works.
They
don't just go home and have lunch or breaks or anything like that. In other
municipalities people do take cars home, our employees do not take vehicles
home.
Councilman
Deabner questioned 409.321. Manager Stack stated that's Comcast. We switched
from basic business to business voice. Which was supposed to be saving us money
however, there haven’t been any savings at all.
Last year I budgeted way too ambitiously because we were supposed to see
a savings. Councilman Perovich questioned if Comcast provides both internet and
phone service. Manager Stack stated yes also television. Councilman Perovich
stated that the television service should be free. Manager Stack stated we get
one television service free for the entire borough.
Manager
Stack moved onto 410.197 police pension. The police pension has increased
because we now have five full-time officers.
This coming year 2020 according to their collective bargaining agreement
they will be contribution 1% of their wages into their pension which is reflected
in the budget.
Manager
Stack moved onto 410.750 capital purchases. This includes the purchase of a new
police vehicle and the annual payment for the other vehicle loan.
Councilwoman
Peters questioned line item 410.241 general government supplies. Manager Stack
stated tires, citations, and the department’s annual maintenance fee for their
reporting system which is $2,200.00 per year.
Councilwoman
Peters questioned line item 410.450 contracted services. What does this
include?
Manager
Stack stated this is where we place many of the services or supplies, for
example, the Xerox machine, car washing services, stopwatch testing, special
legal services per the CBA, etc.
Manager
Stack moved on to 412.000. Penn Township Ambulance requested a $1,000.00 increase.
Manager
Stack moved on to 413.115. Previously we had two code enforcement officers at
the rate of $600.00 per month. We now have one part-time employee at the rate
of $25.00/hr. We also have Mike Stack to cover any commercial permits until our
current code officer receives his certificates. Mike Stack receives a stipend
of $300.00/month. Line item 413.450 has decreased
significantly because we were sending all our building permits to CEA. All that
money was going to CEA and will now be kept inhouse because our code officer
can handle all residential permits. Councilman Perovich questioned if both Adam
and Mike were getting paid $46,000.00. Manager Stack stated no. This includes
Adam’s hourly rate and mike Stack’s monthly stipend. This is based on 32 hours
a week for the year just because the way things have been going right now,
we're using Adam. He’s bringing money into the borough. He's doing what he
needs to do, and he is covered in the revenues that he's been bringing in. The
reason why it's so drastic is that before we only had Adam and Mark here a few
hours a week and that was what that former amount was based on.
Manager
Stack moved on to 413.210. The six-hundred-dollar increase is for a new
computer. The current computer is over a
decade old.
Councilwoman
Peters stated we skipped over section 411. Manager Stack stated we did not have
any major changes. Workers’ comp was less than anticipated in 2019 due to
starting with a new provider. Councilwoman Peters questioned line item 411.035.
Manager Stack stated that is the pass-through account for the Foreign Fire
Insurance money.
Manager
Stack moved onto Planning and Zoning section 414. Manager Stack stated the
borough spent a total of $6,800.00 on attorney fees, advertisements, and the
sonographer. Which does not include postage. Manager Stack stated she will be
making changes to the fee schedule to state the applicant must pay all
additional fees above the application fee.
Manager
Stack moved on to Emergency Management and Communications section 415.
Manager
Stack stated we now have an EMC who receives a monthly stipend of $200.00 per
month. Which increased line item 415.115 by $2,400.00. Line item 415.241 General
Government Supplies are supplies to set up the EOC properly, which is almost
complete.
Manager Stack stated as far as emergency
funds, we decided the best place to place the funding was line item
415.317. This line item would strictly
be used for emergency situations or court orders like 501 Cavitt Avenue.
Manager
Stack moved onto section 419 Other Public Safety. This is the school crossing
guards. There were two minor changes pertaining to workers’ compensation and
unemployment.
Manager
Stack moved onto section 422.310 Vector.
This is our contracted animal catcher. With a $300.00 increase.
Manager
Stack moved onto section 432 Winter Maintenance. Mainly the same, however, it
is all weather dependent.
Manager
Stack moved onto section 446 Storm Water Management. The increase is due to a
few MS4 projects that we will need to complete to comply with the consent and
to alleviate extreme water runoff. The projects which we’ve previously
discussed are in the Belleau Wood Blvd area and behind the South Trafford Ball
Fields. As for the Belleau Wood Blvd project, we’re going to have to install a
larger pipe to handle the heavy flow.
Manager
Stack moved onto section 451 Recreation. Manager Stack stated this is what the
Recreation Board presented to council and everything they included within their
budget.
Manager
Stack moved onto section 454 Parks. Manager Stack stated this section is for
the playground employees and anything related to the parks.
Manager
Stack moved on to section 456 Libraries. Manager Stack stated the repair
supplies have decreased. Again, it just depends on what needs to be repaired
and if there's an issue.
Manager
Stack moved onto section 459 Manchester Room. Manager Stack stated everything's
staying the same. The contracted services line item 459.450 was not as
expensive as anticipated so that is why they have been decreased. That number
can change If we have more rentals.
Councilwoman
Peters questioned if there is a company that comes in to clean the Manchester
Room. Manager Stack stated yes, Partners in Grime.
Councilwoman
Peters questioned if they are paid a flat fee.
Manager
Stack stated yes. They clean the Manchester Room, the lobby, the lobby
restrooms, and the Police Department. We do not have them clean the
administrative offices. The nice thing about having a company is someone can
always cover rather than a one-man crew. They come in on late nights or early
mornings. We tried to hire for the position, but nothing worked out.
Councilwoman
Peters questioned what line item the recodification allocation is under.
Manager Stack stated it is under 406.450 general government contracted
services. It would be an annual fee of $1,500.00 for any updates. Councilwoman
Peters stated she just wanted to make sure the funds were incorporated for the
group’s list of changes. Manager Stack stated once those items have been
brought before council and have been advertised depending on how many changes
there are the price may increase.
Councilwoman Peters stated she and Councilman Perovich are anxious to
get those changes made. Manager Stack stated Adam Hlad has also been keeping a
list of discrepancies because he runs into them frequently. Maybe he could be
incorporated into the next meeting.
Manager
Stack moved onto the sewage budget. Manager Stack stated revenue item 362.440
sewage permits have increased due to Bradford Square Phase II
Manager
Stack moved onto revenue section 364.10 Sewage Charges. This revenue is all
dependent upon usage.
Manager
stack stated there are no anticipated tap in fees for line item 364.11. Maronda
paid for 16 Bradford Square Phase II laterals in 2018.
Manager
Stack moved onto line item 364.15 Debt Service Charge for PennVest. This will
remain the same.
Councilman
Perovich questioned what the remaining balance is on the PennVest loan. Manager
Stack stated she does not have the current balance however the borough pays
$9,056.00 a month. On the last page of the sewage budget, you will see that the
borough pays $108,646.00 per year for the loan but only receives approximately
$100,000.00. In the future, the fee will need to be increased.
Manager
Stack stated she will get the remaining balance due and email to all on
council.
Manager
Stack moved onto section 429.112 salaries and wages. The increases are the cost
of living increases. Next year line item 429.180 will be removed. The way we
reimburse the general fund currently is 50% across the board for wages,
healthcare, and pension. Councilwoman Peters questioned if this line item is
for public works when they work on the sewer? Manager Stack stated it is for
public works, Nina and herself.
Manager
Stack moved onto 429.352 liability. Manager Stack stated this is another line
item that was removed and placed back into the general fund.
Manager
Stack moved onto 429.364 sewer. Manager Stack stated ALCOSAN requires the
borough to budget for 120%. ALCOSAN provides us a letter with the amount we
need to budget for which was $707,000.00. We will not hit that amount. It’s
just a requirement.
Manager
Stack moved onto line item 429.650. Manager Stack stated the increase is for
the Inwood Road sewer project which was awarded for $190,000.00.
Councilwoman
Peters questioned what line item 429.450 is for. Manager Stack stated this line
item is for any outside services, for example, Penn Township Sewage Authority
for camera services and billing, for any repairs that cannot be made inhouse,
etc.
Councilman
Cardiff questioned why line item 429.368 is doubled. Assistant Manager Solivan
stated the current escrow payouts this year are $24,948.00. This number is
dependent upon usage and home sales.
Councilman
Perovich questioned when a sewer lateral inspection performed where the funds
go. Manager Stack stated it goes into the sewage fund under line item 362.440,
sewage permits.
Councilwoman
Peters questioned if the total expenditures in the sewage budget are negative
$281,311.00.
Manager
Stack stated no. That coulomb shows the difference between the 2019 and 2020
budget. It is showing the total expenditures for 2020 is $281,311.00 more than
the 2019 expenditures.
Councilman
Perovich questioned if anyone knew the amount of delinquencies for sewage
payments. Assistant Borough Manager Solivan stated the delinquent rate per
quarter is around 10%. Councilman Perovich questioned what dollar figure that
amounts to.
Manager
Stack stated while Nina looks that up, the total collected amount yesterday was
$74,000.00 because it was the due date.
Manager Stack stated when people pay through their banks it takes five
to ten business days before it gets to us. People call all the time and say you
didn't cash my check and we let them know we didn't get your check yet.
Councilwoman Peters questioned if there will be an online payment option.
Manager Stack stated she will be looking into that. Councilman Cardiff stated it was something
that's been investigated in the past, but they charge you a percentage it's
just about trying to find the best value. Manager Stack stated Penn Township
just started a new online payment method last year. We will be coordinating
with them to get that in the works.
Councilman
Perovich stated he is interested in the collection success rate and how long we
let the delinquencies ride. Assistant
Manager Solivan stated the previous round of billing there were 210 postings,
which means 210 properties did not pay. Currently, for our current period,
there is an outstanding balance of $101,616.00. for a total of 303 properties.
Once the next ten business days have passed there’s a $50.00 fee and those who have
not paid will be posted, which is around 10% of total properties. The borough
is required to post the properties, send a letter via US Mail, and keep a
record on file. So, for the last round of billing a total of 630 pieces of
paper and manpower were wasted. Manager Stack added and you get irate phone
calls because something was posted on their door.
Carol
Richardson questioned if public works employees also do the sewage. Manager
Stack stated yes. Mrs. Richardson questioned if they’re getting paid two
different rates, as they are under two sections of the budget. Mrs. Richardson
questioned what’s the procedure for which job.
Manager
Stack stated when speaking with other municipalities they break it down by
percentage. We have a small staff, and everything is broken down by 50 percent.
They are paid at the same rate. All is paid out of the general fund and
quarterly we will reimburse the general fund from the sewage fund for those
wages.
Mrs.
Richardson questioned why section 413 has increased by $17,000.00. Manager
Stack stated the contracted services have decreased significantly due to having
a part-time code officer here for 32 hours a week who can handle all
residential building permits. The wages are Adam’s hourly rate and Mike Stacks’
monthly stipend. The monthly stipend will end when Adam has obtained his
commercial certifications. The borough was sending all the permits to CEA and
none of that money was being kept inhouse. All the revenues will now be kept in
house and back into the general fund.
Brian
Lindbloom questioned if the borough will be converting to LED lighting as
Duquesne Light replaces burnt-out bulbs. Councilman Shoub stated the program is
terrible it is very complicated to explain you’d have to see for yourself. You
cannot just pick and choose which light you’d like to have. They all have to be
in sections of 10.
Councilwoman
Peters questioned the proper protocol for out street lights. Councilman Shoub
stated you will get a faster response from them calling as a citizen rather
than the municipal side. In the olden days, they had an employee who was
strictly just for street lights. Councilman Shoub stated he will have to report
the same light three times over before someone gets to it. The outage reports
go into a pile and someone will get to it when they have downtime.
Councilman
Perovich questioned of the borough pays for waste removal. Councilman Shoub
stated in the contract with the borough they provide service to the borough
free of charge. The only thing we pay for is one roll-off dumpster behind
public works. They also include free of charge the eight dumpsters for cleanup
days. Manager Stack stated we were being charged for recycling contamination.
Councilwoman Peters questioned when items are taken for scrap during cleanup
days where that money goes. Manager Stack stated when tires are collected, they
charge a fee to the residents and then turn that fee over to wherever the tires
are deposited. Assistant Borough Manager Solivan stated they oftentimes
purchase food for themselves during the cleanup days event.
Councilwoman
Peters questioned how much money ends up being made. Lou Corrales stated
sometimes $400.00. Councilman Shoub stated that’s a rare year. It depends on
the scrap metal price. It is $10.00 per 100 pounds of scrap. Councilman Shoub
stated we end up losing money when people sneak shit in at night. Lou stated
while cleaning up the culvert on Murrysville Road there was a total of 42 tires
pulled out. So, we had to take money out of there to get rid of those.
Councilman
Cardiff asked if there were any additional questions pertaining to the budget.
Manager
Stack questioned where the candy throw zone is located for the parade.
Councilwoman Peters stated in front of the borough building. Brian Lindbloom
stated the idea is to get people off of the bridge. Parents hold children on
their shoulders, there is no fencing it just makes me nervous. We’d like for
people to be closer to the carolers.
Councilwoman
Peters questioned if anyone is planning on baking or bringing cookies. Manager
Stack stated she will be bringing a few dozen. Manager Stack stated there is an
event the night before, but the key will be on the board.
The meeting
concluded at 8:15 p.m.