WEST HANOVER TOWNSHIP BOARD OF SUPERVISORS

7171 ALLENTOWN BOULEVARD, HARRISBURG, PA 17112

MONDAY, NOVEMBER 17, 2003

WORKSHOP MEETING

CALL TO ORDER – 6:00 PM.

ROLL CALL

Robert Jones, Chairman Gloria Zimmerman, Supervisor

Robert Ziltz, Vice Chairman Earl Hoffman, Supervisor, absent due to hospitalization.

Stephen Millard, Secretary/Treasurer

BUSINESS

Presentation – West Hanover Township Fire Company. Mr. Jim Johnson, Treasurer, presented the 2004 budget for the Fire Company. Before discussing the budget he asked for clarification on the procedures for paying the bills using the Fire Tax funds. Through telephone conversations with Mr. Rimer it was determined that the majority of the Company’s bills will be paid with Fire Tax funds. Originally it was thought only one or two bills each month would be using these funds. Mr. Rimer proposed the Fire Company present the supervisors a summary list of the bills, with the invoices as supporting documentation. The Supervisors would approve the list exactly as they do all Township invoices. One check would be prepared to reimburse the Fire Company for these expenses. Special purchases or large purchases requiring quotes or a bidding process would use the requisition form developed by the Supervisors earlier in the year. There was a discussion of the requirements for quotes for purchases between $4,000 and $10,000 and bidding requirements for purchases over $10,000. Mr. Neil Shatto stated that the Supervisors were required by law to have an accounting of what the Fire Tax funds were used for. He wants the Fire Company to retain control of the Fire Tax funds. Any other system is a duplication of work. He stated the Supervisors accepted the 2002 Fire Company reported and authorized release of the funds. Mr. Jones stated monies had not been released earlier in the year because there was not a report on the 2002 Fire Tax funds. There was concern by the Supervisors on rumors coming out of the Fire Company and how funds were being handled. These new procedures are an attempt to ensure the Fire Company is utilizing Fire Tax funds in a legal manner. Mr. Shatto said the company would report on 2003 expenses in January of 2004. Mr. Ziltz asked Mr. Johnson to bring in all the paid invoices for this year to date and the Supervisors would reimburse the company for expenses for this year. Mr. John Johnson, President of the Fire Company, wants the Fire Company to maintain control of the Fire Tax funds in a separate account. . Mr. Millard asked that a copy of the report of expenditures the Fire Company presents to its members at their monthly meeting be provided to the Supervisors for a vote for reimbursement. Mr. Johnson felt that was too complicated and would take too much time. Mr. Shatto asked that the 2003 Fire Tax funds be released to the company immediately. He questioned whether the Township was co-mingling the Fire Tax funds with other funds. Mr. Rimer stated the Township knows where every penny of the Fire Tax funds is including delinquent taxes. The discussions became very heated with overlapping comments made by members of the Fire Company and the Supervisors. Mr. Rob Shaw, volunteer firefighter and a CPA, said the Fire Company would provide a report of expenditures at the end of the year. Mr. Ziltz again stated that if the Company supplies invoices paid this year, the Supervisors would reimburse the company for money already spent. Mr. Shatto stated the company was not required by law to provide invoices for payment of the 2003 Fire Tax funds. The discussions became very heated once again with overlapping comments made by members of the Fire Company and the Supervisors. Mrs. Zimmerman moved, seconded by Mr. Jones, to release $75,000 of the Fire Tax funds to the Fire Company. Motion failed with Mrs. Zimmerman and Mr. Jones voting for and Mr. Millard and Mr. Ziltz voting against.

Discussion – Use of Swatara Twp - Dale Shope – Gannett Fleming. Not discussed to time constraints.

Traffic Impact Study and Ordinance Background Materials (TABLE). Not discussed to time constraints.

DRAFT-Code Enforcement Policy. Not discussed to time constraints.

Agenda Review. . Not discussed to time constraints.

ADJOURNMENT. 6:55 PM