Council Meeting - Special
President Michael Birkner called the meeting to order at 7:00 PM with the following Councilors present: Vice President Jacob Schindel, Mrs. Susan Naugle, Mr. Graham Weaver, Ms. Rebecca Brown, Mr. Kyle Leinbach, Mr. Robert Krummerich, Mr. Scot Pitzer and Mayor William Troxell. Mr. John Butterfield attended by telephone. Staff present included: Manager Charles Gable; Borough Secretary Sara Stull; Chief Joseph Dougherty; Finance Director Nicolette James; Planning Director Scott Dellett; and Public Works Director Dan Hilliard.
Others present included: John Holland, United Public Safety; Steve Snyder, Hectronic; Robert Ahern, Freedom Systems; Deb Adamik, Executive Director of Main Street; Darlene Brown, ACHA/PICPI; and Charles Strauss, 565 Hillcrest Place. Representing the press was Jim Hale of the Gettysburg Time.
President Birkner announced that the special meeting is for the purpose of approving a grant application for the Early Intervention Program Phase II project.
There was no public comment.
Moved Mrs. Naugle, seconded Mr. Butterfield to adopt a resolution whereas, the Borough of Gettysburg will be undertaking a project under the Early Intervention Program for Phase II funding to update their financial software and reevaluate their parking fee structure and collection process.
Mr. Weaver asked that the motion be amended to add the transfer of $58,000 from the Capital Reserve Budget to the Operating Budget. All of Council was in favor of amending the motion to include the $58,000.
Moved Mrs. Naugle, seconded Mr. Butterfield to adopt a resolution whereas, the Borough of Gettysburg will be undertaking a project under the Early Intervention Program for Phase II funding to update their financial software and reevaluate their parking fee structure and collection process and to transfer $58,000 from the Capital Reserve Budget to the Operating Budget for use as the required local match for the Early Intervention Program for Phase II project. A roll call vote was taken. YEA: Ms. Brown, Mr. Butterfield, Mr. Krummerich, Mr. Leinbach, Mrs. Naugle, Mr. Schindel, Mr. Weaver and Mr. Birkner. NAY: Mr. Pitzer. The vote passed 8-1.
A discussion followed on the amended motion.
Mr. Weaver thanked Public Works Director Dan Hilliard for offering the money that was planned for a new building for his department to use for the required match. Dan said that the software is important for all departments and would be useful for him in tracking storm sewers. Mr. Leinbach asked what amount was budgeted for the new building. Finance Director Nickie James responded $58,000. President Birkner said that it is a coincidence that both the match and building are the same.
Mrs. Naugle said that she would prefer using proceeds from the sale of the historic train station earlier this year. Mr. Butterfield pointed out that professionals were hired, and that Council should follow staff recommendations.
Manager Gable presented Council with a cost benefit analysis for IT purchase. He explained that the grant would cover half the cost of new accounting software and parking equipment that would streamline operations. He noted that there were three deficiencies in the audit that this new software would address.
Finance Director James said that she only learned at the end of June that a match was required, and that it was important to address this at the July Council meeting because the application was due July 1st. She also said that she has asked DCED to consider reducing the local match due to the borough's limited finances.
Mr. Krummerich asked about accreditation and mentioned SSAE16 and SAS70. He
also asked about data encryption, firewalls, and keys. Mr. Ahearn responded that he would have the
company engineer's reply with the answers. Mr. Krummerich asked about background checks for employees who would have access to the borough's data. Mr. Ahern stated that no employees would have access to the
data. Mr. Krummerich said this was surprising and he looked forward to discussing this with the engineers.
Mr. Krummerich asked if the Borough could work with the County to share equipment. Manager Gable said that he contacted the county's IT Department, and was told that they aren't in the business to provide this type of service.
Mr. Leinbach asked Public Works Director Hilliard if he will ask for a new building in the 2015 budget. Public Works Director Hilliard replied yes. Mr. Leinbach said that if the grant is not approved, that staff should place that item in the 2015 budget.
Mr. Pitzer asked if the parking garage equipment was being replaced, noting that it is fairly new. Finance Director James responded yes. Mr. Pitzer said that he would have been more likely to back the proposal if it had been included in this year's budget.
Mr. Leinbach asked if this could increase the revenue up to $100,000. Finance Director James said that she feels it would, and pointed out that the revenues have been decreasing for the past several years and is not sure why. She pointed out that it was at its lowest level for the 150th Anniversary last year.
Finance Director James addressed a comment in Fred Snyder's "Around Town" column of the Gettysburg Times regarding parking revenues. He wrote that "the alleged shortcomings may not be the software, but possibly a lack of familiarity with the system." Finance Director James said that she contacted the system provider and made them aware of the auditor's concerns. The engineer came to the Borough, but was unable to make the system provide the necessary reports. She noted that she would prefer to keep the current equipment if that were possible.
Mr. Krummerich said that he was elected by the taxpayers; and that it needs to be "transparent government" and the desire to avoid the appearance of accepting a "pig in a poke". He went on to say that the software sounds necessary, and would recommend to put the software in the 2015 budget if we don't get the grant. President Birkner replied that he doesn't endorse the "pig in a poke" description. He said that he has great confidence in staff. He noted Mr. Krummerich serves on the Finance Committee and had the opportunity to get more information.
John Holland of United Public Safety, Steve Snyder of Hectronic, and Robert Ahern of Freedom Systems gave a brief overview of how their equipment works. They responded to questions regarding the software and equipment.
Moved Mr. Schindel, seconded Mr. Leinbach to adjourn the meeting at 8:45 PM.
Respectfully submitted,
Sara L. Stull
Borough Secretary