EXETER TOWNSHIP 2020 Budget Department Presentations September 17, - - PowerPoint PPT Presentation

EXETER TOWNSHIP

2020 Budget Department Presentations

September 17, 2019

Highway Department

Mission Statement

The Highway Department is committed to providing the highest quality of service, road maintenance, and advancement of our infrastructure. The department focuses on fiscal responsibility and dedication to a job done correctly, safely, and professionally; while being able to quickly deal with daily unforeseen problems and tasks.

Personnel

• Highway - 10 full-time employees, including

Superintendent & Asst Superintendent, and 6 seasonal workers

• Vehicle Maintenance - Fleet Manager & a

mechanic

2

2019 Highlights

 Completed major milling and paving program in Lorane Orchards & DeMoss/Gibraltar Roads  Made major site improvements to Pineland Park including tree and stump removal at the front of the property, removal of the sand volleyball court, and beginning of the regrading process of the tot lot  Completed the Lorane Park walking trail  Repaired Lorane Park tennis nets bases  Removed play piece at Happy Landings in Community Park  Clearing of the Mountain Park hockey rink area with a sealcoat of the surface  Dealt with flooding issues due to frequent heavy rain storms  Started a catch basin repair program  Replaced or repaired many storm laterals  Provided support for the recreation department events  Provided a liaison for the Perkiomen Avenue projects  Mowed roads, retention ponds, and sewer right of ways  Basic road maintenance; potholes, trees and signs

3

Gibraltar & DeMoss Roads

4

Lorane Hollow Walking Trail

5

2020 Goals

Parks

• Complete grading and storm work for Pineland Park
• Clean up vegetation and trees at Mountain Park recreation

area

• Maintenance of baseball field at various parks
• Mulch all playgrounds
• Tracking of park cleaning & maintenance utilizing

computerized tablets

Reiffton Streetlight Project

• Start next phase of streetlight project

Highway Administration

• Increase job related training for personnel

6

2020 Goals (cont’d)

MS4

• Catch basin riser replacements
• Galvanized pipe replacement on Romig Road
• Galvanized lateral replacement on Loder Road
• Galvanized lateral replacement on Oley Line Road
• Use of computer tablets to track catch basin and outfall

cleaning

Trout Run Brush Depot

• Contractor to machine sift existing dirt to create over 200

yards of useable soil for projects

7

2020 Paving Projects

Street Tons Cost Mountain Ct 200 $ 12,000 Hartman Rd 700 $ 42,000 Vista Ln 130 $ 7,800 Brimway Ln 620 $ 37,200 Vally View 220 $ 13,200 Meadow Ln 160 $ 9,600 E 35th st 220 $ 13,200 Reiff Place 150 $ 9,000 Hearthstone Ct. 300 $ 18,000 Reiff Place 900 $ 54,000 Hearthstone dr. 110 $ 6,600 Lincoln Rd. 1,327 $ 82,600 Fairview Chapel Rd 400 $ 12,000 Oley Tpk Rd. 170 $ 10,200 Spruce Ave. 300 $ 18,000 Fox Run 1,000 $ 60,000 SUBTOTAL 6,907 $ 405,400 Oil & Chip Double Coat Moyer Road $ 24,619 Wegman Road $ 32,049 Hartman Road $ 45,332 Sadowski Drive $ 13,600 SUBTOTAL $ 115,600 Labor and Equipment Cost Milling Cost $ 40,000 Paver w/ 5 people $ 80,000 Flagging $ 10,000 Traffic light Cameras $ 80,000 Tac Coat $ 4,000 SUBTOTAL $ 214,000

TOTAL PAVING PROGRAM $ 735,000 8

Highway Expenses

• Realigned park maintenance utilities and expenses from HWY Building Maintenance & HWY Park Maintenance to

REC Park Maintenance

9 2017 2018 2019 2019 % 2020 % 2021 % 2022 % Actual Actual Budget Projected Change Proposed Change Proposed Change Proposed Change

1,837,703 $ 1,853,977 $ 1,869,145 $ 1,994,373 $ 8% HIGHWAY 2,136,545 $ 7% 2,161,867 $ 1% 2,195,366 $ 2% 199,221 163,424 153,701 209,561 28% 01300430 - HWY Administration 289,544 38% 292,210 1% 298,879 2% 154,214 166,646 112,014 184,249 11% 01300409 - HWY Building Maintenance 136,941

• 26%

139,984 2% 143,069 2% 54,876 49,950 87,656 70,098 40% 01300426 - HWY Leaf Collection 72,046 3% 73,977 3% 75,970 3% 60,954 77,165 95,156 170,951 122% 01300432 - HWY Winter Weather Maint 169,859

• 1%

174,210 3% 178,679 3% 58,727 41,135 72,039 59,586 45% 01300433 - HWY Traffic Safety Maint 76,311 28% 78,028 2% 79,785 2% 628,119 673,526 644,550 648,058

• 4%

01300438 - HWY Road Maintenance 725,381 12% 739,373 2% 753,632 2% 96,489 67,729 118,584 66,283

• 2%

01300531 - HWY Paving 77,926 18% 80,121 3% 82,380 3% 239,600 284,760 346,781 331,163 16% 01300532 - HWY Vehicle Maintenance 389,197 18% 379,691

• 2%

375,967

• 1%

18,736 14,884 37,289 45,050 203% 01300533 - HWY MS4 Compliance 41,208

• 9%

42,266 3% 43,354 3% 72,788 5,167 16,773 10,216 98% 01300534 - HWY RCC Maint 20,308 99% 20,841 3% 21,389 3% 119,257 247,064 130,700 130,229

• 47%

01300535 - HWY Park Maintenance 75,019

• 42%

77,156 3% 79,355 3% 134,722 62,526 53,900 68,930 10% 01300536 - HWY Brush Depository 62,804

• 9%

64,010 2% 62,906

• 2%

Fleet Management

10

2019 Highlights

• Reviewed and realigned vehicles to ensure best utilization of

current fleet

• Created Fleet Maintenance Work Order system to record work

performed on equipment

• Created CDL documentation tracking spreadsheet
• Fuel savings of $2,358 (1,123 gallons) due to implementation of

“NO EXCESSIVE IDLING” policy

• Reviewed and updated employee access in fuel management

system

• Managed purchase of
• Police K9 SUV
• 2019 Mack 10-Ton Dump Truck which replaces older 2002 Mack (utilizing

recycling grant funding)

• 2019 Ford F550 Dump Truck (recycling grant funding)
• Evaluated and prioritized RCC equipment repairs
• Updated CDL driver list with PSATS
• Responsible for oversight of Drug & Alcohol Testing for CDL & non-CDL

employees

• Evaluated fleet to determine equipment past useful life
• Liaison with Fire Department

11

2020 Goals

• Implement fleet management software to record &

analyze vehicle performance data, reduce vehicle

• perating costs (i.e. fuel economy), and planned

maintenance schedules

• Set guidelines for fleet vehicle purchasing and disposal
• Implement a new equipment replacement program

12

Engineering Department

Mission Statement Exeter Township Engineering Department is responsible for the administration and enforcement of the Township’s zoning, planning, building, fire, and quality of life codes. Personnel

• 3 full-time employees including Code

Enforcement/Zoning Officer, Code Administration Officer, and the Engineering Secretary

• Duties of the Building Code Enforcement

Official are outsourced

• Additional services provided by the

Engineering Department are outsourced to third party engineering firms

13

2019 Highlights

Administration

• Oversee & monitor engineering consultants
• Scan property & subdivision data into SharePoint
• Hired a Code Administration/Enforcement Officer
• Processed 1188 Permits/$177,000 Revenue to date, 2018 total was 1101 Permits
• Calculated updates for 2020 Fee Schedule
• Interviewed GIS & permitting software companies

Zoning & Planning

• Completed several updates to Zoning and SALDO
• Completed Trout Run Master Plan
• RFP for Daniel Boone Homestead Masterplan
• Process Land Development and Subdivision plans
• Board adopted:
• NVO Zoning District
• Flex Industrial Zoning District
• Amendments to Rural Conservation & Rural Zoning Districts
• Updated Environmental Performance Standards

MS4

• Conducted annual outfall inspections
• Complete engineering design for Phase 1 of pollutant reduction plan

14

2020 Goals

Administration

• Expand type & volume of data entered into GIS system
• Consultant identified to implement multi-year GIS improvement plan
• Implement updated code/permitting software
• Continue scanning of property & subdivision data into SharePoint

Zoning & Planning

• Continue updates to Zoning Ordinance and SALDO
• Develop Master Plan for Daniel Boone Homestead

MS4

• Maintain all GIS information relating to MS4
• Perform annual outfall inspections
• Complete construction of Phase 1 of PRP

15

Engineering Revenues

2017 2018 2019 2019 2020 2021 2022 Actual Actual Budget Projected Proposed Proposed Proposed

$685,303.18 $500,857.49 $511,000.00 $522,340.08 01200510 - ENG Engineering Admin $499,800.00 $502,300.00 $507,900.00 $4,185.00 $4,451.94 $2,500.00 $3,000.00 32160 - Plumbing Licenses $3,500.00 $3,500.00 $3,500.00 $349,383.55 $327,697.90 $330,000.00 $319,990.08 32180 - Cable TV Franchise $320,000.00 $320,000.00 $320,000.00 $6,200.00 $16,700.00 $10,000.00 $21,500.00 32250 - Road Occupancy Permits $10,000.00 $10,000.00 $10,000.00 $8,700.00 $11,750.00 $10,000.00 $6,750.00 36130 - Zoning Permits & Fees $8,000.00 $8,000.00 $8,500.00 $8,466.03 $5,199.25 $5,000.00 $4,500.00 36135 - Fire System Plan Reviews $4,500.00 $4,500.00 $4,500.00 $4,200.00 $2,700.00 $1,500.00 $1,600.00 36136 - Fitness Certificate/Fire $1,800.00 $1,800.00 $1,900.00 $118,642.34 $42,912.08 $65,000.00 $65,000.00 36241 - Building Permits $65,000.00 $66,000.00 $68,000.00 $57,034.10 $37,980.80 $40,000.00 $55,000.00 36243 - Plumbing Permits $40,000.00 $41,000.00 $43,000.00 $9,600.00 $9,755.98 $7,000.00 $10,000.00 36244 - On Lot Sewage Permits $8,000.00 $8,000.00 $9,000.00 $7,850.00 $4,000.00 $4,000.00 $4,500.00 36245 - Occupancy Permits $4,000.00 $4,000.00 $4,000.00 $2,824.00 $3,304.00 $3,000.00 $4,000.00 36247 - Permit Issuance Fees $3,000.00 $3,500.00 $3,500.00 ($235.50) $134.50 $0.00 $0.00 36248 - Labor & Industry Fee $0.00 $0.00 $0.00 $104,078.66 $32,151.04 $30,000.00 $24,000.00 36249 - Engineer Reviews & Inspections $30,000.00 $30,000.00 $30,000.00 $2,475.00 $2,120.00 $2,000.00 $2,500.00 36260 - Burning Permits $2,000.00 $2,000.00 $2,000.00 $1,900.00 $0.00 $1,000.00 $0.00 36270 - Blast/Tank/Firework Permits $0.00 $0.00 $0.00 16

Engineering Expenses

• Additional $25,000 Zoning & Planning Consultant Expense for GIS system improvement
• Additional $10,000 for temporary/summer help for Dept. administration and scanning

2017 2018 2019 2019 % 2020 % 2021 % 2022 % Actual Actual Budget Projected Change Proposed Change Proposed Change Proposed Change

662,355 $ 727,124 $ 613,207 $ 625,467 $

• 14%

ENGINEERING 667,718 $ 7% 637,084 $

• 5%

650,872 $ 2% 318,894 343,593 322,521 431,631 26% 01200413 - ENG Code Enforcement 411,536

• 5%

416,649 1% 421,899 1% 222,863 286,482 202,786 118,186

• 59%

01200414 - ENG Zoning & Planning 166,032 40% 142,285

• 14%

148,573 4% 96,745 85,525 76,700 69,450

• 19%

01200510 - ENG Engineering Admin 76,950 11% 66,950

• 13%

67,200 0% 23,853 11,524 11,200 6,200

• 46%

01200513 - ENG MS4 13,200 113% 11,200

• 15%

13,200 18% 17

Administration

18

Administration Expenses

• Elimination of shared administration expenses with Sewer Fund
• Defease library bond in 2020
• New tax billing service to accommodate Homestead Exemption

19 2017 2018 2019 2019 % 2020 % 2021 % 2022 % Actual Actual Budget Projected Change Proposed Change Proposed Change Proposed Change

3,341,609 $ 3,367,194 $ 2,714,673 $ 2,819,036 $

• 16%

ADMINISTRATION 2,661,922 $

• 6%

2,638,835 $

• 1%

2,661,530 $ 1% 17,461 49,115 12,189 10,024

• 80%

01001000 - Elected Officials/Supervisors 13,389 34% 13,389 0% 13,389 0% 80,139 78,652 74,835 73,311

• 7%

01100403 - ADM Tax Collection 71,483

• 2%

71,483 0% 71,483 0% 54,731 61,777 56,120 56,808

• 8%

01100407 - ADM Information Technology 53,120

• 6%

53,120 0% 53,120 0% 1,621,039 1,783,736 1,283,746 1,391,235

• 22%

01100501 - ADM Township Manager 1,338,097

• 4%

1,324,169

• 1%

1,331,787 1% 27,134 41,066 30,694 31,838

• 22%

01100502 - ADM Township Secretary 43,960 38% 40,239

• 8%

41,225 2% 1,177,791 945,735 828,577 620,515

• 34%

01100503 - ADM Finance 821,113 32% 815,940

• 1%

826,365 1% 63,940 98,724 120,547 149,526 51% 01100504 - ADM Human Res/Risk Mgmt 155,761 4% 155,496 0% 159,161 2% 299,375 308,389 307,964 485,778 58% 01100456 - Library 165,000

• 66%

165,000 0% 165,000 0%

Human Resources

The Human Resources Department (HR) provides

• verall policy direction on human resource

management issues and administrative support functions related to the management of employees for all Township departments. The Human Resources Department is responsible for administering the:

• Health Benefits
• Leave of Absences and Disability programs
• Risk Management, Safety, General Liability and Workers'

Compensation Insurance

• Unemployment
• Personnel Record Management
• Performance Management
• Workforce Planning including Employee Recruitment,

Retention and Termination

• Employee and Labor Relations.

20

2019 Highlights

Personnel

• 19 employees hired
• 48 employee rehires
• 2 employees retired
• 2 employee terminations

Recruitment

• Chief of Police
• Entry Level Police Officers

Worker’s Compensation

• 9 claims
• 11 incidents (no medical care required and no work time loss)

General Liability

• 13 claims

21

2020 Goals

• Update Employee Handbook
• Complete Personnel File Audit
• Update Job Description Library
• Establish Training Compliance Requirements for each Township Job

Description

22

Finance

The Finance department works to identify, implement, and maintain sound financial practices, and to ensure an accurate accounting of all public funds. Responsibilities of the Finance Department include:

• Financial reporting
• Accounts receivable and payable
• Payroll
• Sewer billing/receivables
• Front desk management
• Agency/governmental reporting
• General administrative support

23

2019 Highlights

• Completed timely processing of all DCED & other state

agency reports

• Completed fixed asset valuation of all Township buildings and

infrastructure

• Organized and destroyed over 100 boxes of obsolete records

(most from the 1990s & 2000s)

• Worked in conjunction with PA American Water to prepare for

wastewater billing conversion

• Over 50 liens have been placed on properties with balances greater

than $5,000 – 10% of those liens have already been paid in full

24

2020 Goals

• Transition tax billing to agency that can accommodate

Homestead Exemption tax billing (BCIU)

• Reduce/eliminate wastewater accounts receivable balances
• Research payroll time entry systems to be used by all

Township employees

• Evaluate procurement vendors to obtain best pricing available

25

Utility Fund

The Utility Fund accounts for:

• Tax revenues received from property owners

benefitting from public street lighting and fire hydrant services

• Expenditures, including utilities and maintenance,

incurred by the Township to provide neighborhood street lighting and hydrant services

26

Hydrant Tax

27

• Hydrant expenses have exceeded hydrant tax revenues for the past 3 years.
• Properties with hydrant service assessed at $100,000 will see a $.50 annual increase

in Hydrant Tax.

• Approximately 8,000 properties are currently assessed hydrant tax.

1,131,963,778 Total Assessed Value 1,131,963,778 Total Assessed Value 0.00009 Current Millage 0.000095 Proposed Millage 101,877 Tax Base 107,537 Tax Base 96.39% Collection Rate 96.39% Collection Rate 98,200 2019 Projected Hydrant Tax 103,656 2020 Projected Hydrant Tax 100,000 Hydrant Expenses 100,000 Hydrant Expenses (1,800) $ 2019 Revenue less Expenses 3,656 $ 2020 Revenue less Expenses 100,000 $ Assessed Value 100,000 $ Assessed Value 9.00 $ Current Annual Tax 9.50 $ Current Annual Tax

Projected 2019 Projected 2020

Street Light Tax

28

• Street light expenses have exceeded Street Light tax revenues for the past 3 years.
• Properties with 80 ft of linear footage will experience an annual increase of $1.60 in

Street Light tax.

• Approximately 3,250 properties are currently assessed street light tax.

0.40 per linear foot (Improved Properties) 0.42 per linear foot (Improved Properties) 0.25 per linear foot (Unimproved Properties) 0.2625 per linear foot (Unimproved Properties) 110,900 2019 Projected Street Light Tax 116,445 2020 Projected Street Light Tax 112,000 Street Light Expenses 113,000 Street Light Expenses (1,100) $ 2019 Revenue less Expenses 3,445 $ 2020 Revenue less Expenses 80 Linear Feet (Improved) 80 Linear Feet (Improved) 32.00 $ Current Annual Tax 33.60 $ Current Annual Tax

Projected 2019 Projected 2020

Utility Fund

2017 2018 2019 2019 % 2020 % 2021 % 2022 % Actual Actual Budget Projected Change Proposed Change Proposed Change Proposed Change REVENUE

$211,899.77 $211,692.18 $211,920.00 $210,125.00

• 1%

02 - Utility Fund $221,126.00 0.05235 $221,126.00 $221,126.00 0% $110,636.72 $110,823.28 $111,100.00 $110,000.00

• 1%

30140 - Street Light Tax Revenue CY $115,545.00 5% $115,545.00 0% $115,545.00 0% $886.28 $992.43 $1,000.00 $900.00

• 10%

30145 - Street Light Tax Revenue PY $900.00 0% $900.00 0% $900.00 0% $98,748.65 $97,861.89 $97,970.00 $97,500.00 0% 30150 - Fire Hydrant Tax Revenue CY $102,956.00 6% $102,956.00 0% $102,956.00 0% $625.47 $793.25 $800.00 $700.00

• 13%

30155 - Fire Hydrant Tax Revenue PY $700.00 0% $700.00 0% $700.00 0% $337.08 $217.90 $100.00 $100.00 0% 31901 - Penalties & Interest CY $100.00 0% $100.00 0% $100.00 0% $151.19 $251.99 $200.00 $175.00

• 13%

31902 - Penalties & Interest PY $175.00 0% $175.00 0% $175.00 0% $514.38 $751.44 $750.00 $750.00 0% 34100 - Interest $750.00 0% $750.00 0% $750.00 0% $0.00 $0.00 $0.00 $0.00 NA 39260 - Transfer from Debt Service $0.00 NA $0.00 NA $0.00 NA

EXPENSE

$229,306.18 $213,273.69 $232,429.21 $215,413.79

• 7%

02 - Utility Fund $216,413.79 0% $217,333.79 0% $218,343.79 0% $97,611.36 $98,161.81 $100,000.00 $100,000.00 0% 43630 - Hydrant Service $100,000.00 0% $101,000.00 1% $102,010.00 1% $93,613.91 $92,304.32 $93,333.33 $92,000.00

• 1%

43680 - Street Light Utility $93,000.00 1% $92,920.00 0% $92,920.00 0% $8,669.15 $18,725.43 $10,000.00 $20,000.00 100% 43721 - Street Light Repairs $20,000.00 0% $20,000.00 0% $20,000.00 0% $4,411.76 $4,082.13 $4,095.88 $3,413.79

• 17%

49002 - TIF Payment - Exeter Commons $3,413.79 0% $3,413.79 0% $3,413.79 0% $25,000.00 $0.00 $25,000.00 $0.00

• 100%

49200 - Transfer to Capital Fund (18) $0.00 NA $0.00 NA $0.00 NA $229,306.18 $213,273.69 $232,429.21 $215,413.79

• 7%

TOTAL EXPENDITURES $216,413.79 0% $217,333.79 0% $218,343.79 0%

EXCESS OF REVENUES OVER EXPENDITURES - 02 UTILITY FUND ($17,406.41) ($1,581.51) ($20,509.21) ($5,288.79) $4,712.21 $3,792.21 $2,782.21

Animal Control

30

Animal Control

2018 Accomplishments:

• Micro-chip clinics in partnership with Humane Pennsylvania;
• Free to Exeter Township Residents – subsidized by the Township;
• 68 Exeter Township pets received FREE microchips.
• Reimbursed Township residents who took found pets to Humane

Pennsylvania.

• Purchased microchip scanners;
• Used by Administration and Police Department;
• Effective tool to get found pets back home.

Animal Control

2019 Goals: Proposed budget: $6,000

• Micro-chip clinics in partnership with Humane Pennsylvania;
• Free to Exeter Township Residents – subsidized by the Township;
• Add Free and/or reduced cost vaccinations.
• Exeter Township will continue to reimburse residents who take found pets to

Humane Pennsylvania.

• $3000 to Safety Net Sanctuary
• 24/7 kennel operations;
• Assistance with re-homing found or abandoned pets in Exeter

Township.

• Assistance with farm animals.