Charlestown Township Board of Supervisors Business Meeting Minutes of October 18, 2021

The second business meeting for October was held on October 18, 2021, at the Charlestown Township Office at 4030 Whitehorse Road, Devault, PA.

Present

Call to Order:

6:00 p.m.

Announcements –

There were no announcements.

Citizens Forum –

No matters were brought forward.

Old Business –

none

New Business

Resolution to Amend 2021 Budget

Mr. Kuhn moved to adopt resolution #991-21 amending the 2021 budget to include additional rent and fit-out costs for the new township lease at 11 General Warren Blvd, and Ms. Bednar seconded. Mr. Piliero called for discussion and there being none called the vote. All were in favor.

Authorization to Appraise Property – Rodgers

Mr. Piliero moved to accept the proposal from J. Brian O’Donnell for an appraisal of the Rodgers property at 1152 Green Lane Road, and Ms. Bednar seconded. Mr. Piliero called for discussion and there being none called the vote. All were in favor.

Norr Proposal to Prepare Construction & Permit Documents for Office Fit-Out for 11 General Warren Blvd.

The Manager will set up a meeting with Bill Westhafer of Norr Inc. and Supervisor Willig to coordinate with the Landlord on the process to fit-out the new Township Office. The proposal from Norr remains pending. The Board will use Bob Dettore’s services as Owner’s Representative through the build out process.

Personnel Matters

The Board discussed development of an Employee Handbook, and the search for a new Township Manager in 2022 toward mid-year. Mrs. Csete will make inquiries with ADP for their assistance with the handbook, and Dave Woglom from Lafayette College for the employee search.

Budget Work Session

Mrs. Csete updated the board on a meeting she, Mr. Piliero and Mr. Kuhn held with Tim Sawyer, CPA from the auditor firm Barbacane Thornton on Sept. 28^th to obtain guidance for preparing the draft budget.

The first topic discussed at that meeting was on the allowable use of COVID funds. The Board discussed how these funds could be used to provide additional capital funding to the two fire companies serving the township while decreasing the use of general funds for 2022. Contributions for recreational programs, possibly the Great Valley Community Organization, or improvements to Jenkins Park will be considered as well.

The second topic discussed at that meeting was to clarify how to differentiate operating and capital costs with regard to the new office fit-out. Generally, the capital fund can be used for all consultants, construction plans, permitting costs, furniture, and equipment. Moving costs would be considered operating costs. The proposed budget was prepared in accordance with this advice.

Mrs. Csete noted that additional budget costs were included in the 2022 budget for the anticipated transition to a new manager in mid-year including additional salary and benefit expenses. This was also reflected in the draft budget.

A salary worksheet was circulated for later consideration at the Reorganization meeting. The Cost of Living Increase for 2022 is 6.1%, which is higher than any proposed salary or hourly wage increases in the worksheet.

Review Draft 2022 Budget for all Funds

Mrs. Csete reviewed the seven funds, consisting of four main funds: General Fund, Liquid Fuels, and two capital funds, along with three proprietary funds Transportation Improvements, Stormwater Management, and Recreation.

Mrs. Csete pointed out that starting in 2022 the Board may need to use some of the general-use earned income tax revenue for general expenditures. Traditionally it was used only for open space and in some years, a portion went for road construction, but as general fund needs grow, some of this revenue will need to be directed toward it. There are no restrictions on this first ½% of the EIT; only on the additional ½% that was passed by referendum and is required to be used for open space projects only. The current proposed 2022 budget does not use any EIT funds for general purposes at this time.

Budget in Depth

The Board reviewed the draft budget prepared by the Township Manager and the following changes were made:

1. General Fund Revenue & Expenditures

   Acct #	Category	Adjustment
   405.05	Employee Hiring/Human Resources	Add $6,600 for management search services and creation of Employee Handbook
   408.12	Sound Engineering	Increase from $50,000 to $75,000
   409.10	Township Office Rental	Decrease from 105,525 to 60,600 assuming new rent begins 7/1/22
   411.32	Fire Protection – general contrib.	Decrease from 316,060 to $0 as COVID funds will be used instead
   411.32	Fire Protection – Capital Contrib.	Add $100,000 for East Whiteland Vol Fire Assn
   492	Transfer to Capital Fund	Add $150,000 from $150,000 for total of $300,000
   	Salaries and hourly rates	Salary increases across the board – 3%

2. State Fund Revenue and Expenditures - no changes
3. Capital Reserve Fund Revenue and Expenditures

   Acct #	Category	Adjustment
   392	Transfer from Other Funds	Add $150,000
   409.12	New Township Office Fit-out	Increase from $150,000 to $500,000

4. Capital Reserve Fund for Open Space Projects - no changes
5. Recreational Fee-in-Lieu Fund - no changes
6. Act 209 Transportation Fund - no changes
7. Stormwater Management Fund - no changes
8. COVID Fund - no changes

The budget will be revised and re-distributed to the Board prior to the November 1, 2021 Supervisors Meeting at which time Mrs. Csete will be authorized to advertise and post it on the Township website.

Other Business

Sound study results at Beyond Meat were discussed.

Adjournment

Mr. Piliero adjourned the meeting at 8:00 p.m. The next Business Meeting is scheduled for Monday, November 1, 2021, at 7:00 p.m. at the Great Valley Middle School.