***Note: Meeting Packets can be found on Township website*** WEST WHITELAND TOWNSHIP BOARD OF SUPERVISORS Agenda Wednesday, December 9, 2020 6:30 p.m. Join Zoom Meeting https://us02web.zoom.us/j/82283731000?pwd=ditreTdHRGVjSUpXUXNmeUFONjdFQT09 Meeting ID: 822 8373 1000 Passcode: 760283 One tap mobile +16465588656 Etiquette for virtual meetings: link Zoom instructions: link To Order Pledge of Allegiance ANNOUNCEMENTS: The Board of Supervisors met after the November 24 th meeting and prior to tonight’s meeting to discuss matters of personnel and litigation The Board of Supervisors commends the West Whiteland Fire Company, Uwchlan Ambulance, our Police and Public Works Departments and neighboring townships and first responders for the impressive Thanksgiving Day neighborhood parade organized to help a local family in need of community support. This parade, like others conducted during COVID by our first responders, was a much needed bright spot in this challenging year. The announcement of the winners of the First Annual Holiday Lights Contest will be announced via Zoom on Wednesday, December 16 th at 7:00 p.m. Please visit the Holiday Lights Contest page for more details: https://www.westwhiteland.org/416/Holiday-Lights-Contest PUBLIC COMMENT: Comments from audience about items not on the agenda HEARINGS & PLANS: 1. Ship Run Developers, LLC Conditional Use D&O (to be continued to January 4, 2021) 2. 690 East Lincoln Associates, LLC Conditional Use D&O (to be continued to January 4, 2021) PRESENTATION: 1. PFM (Bikram Chadha) presents an overview of Environmental, Social, Governance (socially responsible) Investing in the pension plans CONSENT AGENDA: 1. Approval of November 24, 2020 Minutes 2. Accounts Payable Warrant Report 3. Resolution 2020-47 Disposition of Media 4. Approval of Lawn Maintenance Vendor Contract 5. Award of Bids for Items for Sale on Municibid 6. Re-authorization to go to bid for Exton Park Phase 1 7. Resolution 2020-48 Application for Traffic Signal Approval West Whiteland
Transcript
***Note: Meeting Packets can be found on Township website***
WEST WHITELAND TOWNSHIP BOARD OF SUPERVISORS
Agenda Wednesday, December 9, 2020
6:30 p.m. Join Zoom Meeting
https://us02web.zoom.us/j/82283731000?pwd=ditreTdHRGVjSUpXUXNmeUFONjdFQT09 Meeting ID: 822 8373 1000 Passcode: 760283 One tap mobile +16465588656
Etiquette for virtual meetings: link Zoom instructions: link
To Order Pledge of Allegiance ANNOUNCEMENTS: The Board of Supervisors met after the November 24th meeting and prior to tonight’s meeting to discuss matters of personnel and litigation The Board of Supervisors commends the West Whiteland Fire Company, Uwchlan Ambulance, our Police and Public Works Departments and neighboring townships and first responders for the impressive Thanksgiving Day neighborhood parade organized to help a local family in need of community support. This parade, like others conducted during COVID by our first responders, was a much needed bright spot in this challenging year. The announcement of the winners of the First Annual Holiday Lights Contest will be announced via Zoom on Wednesday, December 16th at 7:00 p.m. Please visit the Holiday Lights Contest page for more details: https://www.westwhiteland.org/416/Holiday-Lights-Contest PUBLIC COMMENT: Comments from audience about items not on the agenda HEARINGS & PLANS:
1. Ship Run Developers, LLC Conditional Use D&O (to be continued to January 4, 2021) 2. 690 East Lincoln Associates, LLC Conditional Use D&O (to be continued to January 4, 2021)
PRESENTATION: 1. PFM (Bikram Chadha) presents an overview of Environmental, Social, Governance
(socially responsible) Investing in the pension plans CONSENT AGENDA:
1. Approval of November 24, 2020 Minutes 2. Accounts Payable Warrant Report 3. Resolution 2020-47 Disposition of Media 4. Approval of Lawn Maintenance Vendor Contract 5. Award of Bids for Items for Sale on Municibid 6. Re-authorization to go to bid for Exton Park Phase 1 7. Resolution 2020-48 Application for Traffic Signal Approval
***Note: Meeting Packets can be found on Township website***
BUSINESS:
1. Adoption of 2021 Final Budget 2. Resolution 2020-49 2021 Tax Levy 3. Resolution 2020-50 Commitment of Fund Balance for 2021 4. Resolution 2020-51 Transfer of Funds before End of Year 5. 2020 Budget Amendment 6. Approval of Police Policies 7. Update on Occupancy of New Residential Developments 8. Township Commission Updates from Board Liaisons 9. Staff Updates
Adjournment Next Meeting: January 4, 2021 Next Ordinance: 458 Next Resolution: 2020-47
West Whiteland ~
West Whiteland Township
Board of Supervisors Guidelines for Virtual Meetings
12/09/2020
The Board of Supervisors welcomes the opportunity to listen to citizens’ comments on matters involving Township business. To maintain a respectful and productive atmosphere for public discussion during a virtual meeting, the following guidelines will apply:
1) Meeting participants are asked to mute their device to improve the sound
quality for everyone else.
2) Those with questions or comments for anyone at the meeting are expected to keep the substance and tone respectful.
3) Only one person speaks at a time.
4) Participants who wish to speak are asked to click “raise hand” – or press * 9 on
their phone. Please wait to be recognized by the Chair before speaking.
5) Commenters will share their name and address for the minutes.
6) In the interest of time, the Board may limit speakers to three minutes each.
When meetings involve long agendas and/or topics about which many people may want to comment, the following additional ground rules may apply:
7) The Board has discretion to decide that first preference for speaking will be
given to West Whiteland residents, followed by non-residents if time permits. The Chairman will announce at the beginning of the meeting when this procedure will apply and ask that all speakers give their name and address.
8) Participants will refrain from asking questions or responding out of turn to the speakers or the Supervisors.
9) Speakers will be asked to keep their comments as brief as possible and limit repetition of comments to allow time for others to get their turn.
10) Time limits may be set when needed due to the length of the agenda.
West Whiteland ◄IU1 1,Eiih►
DATE 12/09/2020 CHECK # 63312 TO 63359 WARRANT 12092020
GENERAL FUND 48,751.04$ SEWER FUND 275,684.01$ SEWER CONSTRUCTION FUND 150.00$ SOLID WASTE FUND 2.46$ LIQUID FUELS FUND 3,994.00$ POST RETIREMENT MEDICAL FUND 254.38$ EQUIP REPLACEMENT FUND 2,266.05$ PUBLIC SERVICE FUND 41,456.77$ TECHNOLOGY FUND 3,406.50$ SUBTOTAL 375,965.21$
DATE 12/09/2020 CHECK # 63360 TO 63366 WARRANT 12092020
GENERAL FUND 157,923.46$ SEWER FUND 176,306.27$ POST RETIREMENT MEDICAL FUND 13,520.06$ SUBTOTAL 347,749.79$
DATE 12/09/2020 CHECK # 999998261 TO 999998467 WARRANT 12092020Amazon $74 Credit Card Payment Pending Coded to WC ERT PCARD
GENERAL FUND 66,334.72$ SEWER FUND 20,514.35$ SEWER CONSTRUCTION FUND 9,078.91$ SOLID WASTE FUND 47,706.81$ LIQUID FUELS FUND 21,343.00$ EQUIP REPLACEMENT FUND 13,535.35$ TECHNOLOGY FUND 3,179.39$ WC REG ERT -$ SUBTOTAL 181,692.53$
DATE 12/09/2020 WARRANT 12092020ACH
GENERAL FUND 17,696.61$ TECHNOLOGY FUND 1,218.00$ SUBTOTAL 18,914.61$
VOID JWC RETURNED CHECK PAID BY CREDIT CARD WARRANT VARIOUSCK #63138 10/14/2020
WARRANT: 12092020 TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 12092020 TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 12092020 TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
INVOICE: 19653
65736 11/20/20 100786 63360 P 12/09/20 014140 3156 HEALTH INSURANCE 2,602.69INVOICE: 19653
65736 11/20/20 100786 63360 P 12/09/20 024290 3156 HEALTH INSURANCE 7,782.40INVOICE: 19653
65736 11/20/20 100786 63360 P 12/09/20 014300 3156 HEALTH INSURANCE 5,476.91INVOICE: 19653
65736 11/20/20 100786 63360 P 12/09/20 014520 3156 HEALTH INSURANCE 1,211.18INVOICE: 19653
65736 11/20/20 100786 63360 P 12/09/20 404500 3156 HEALTH INSURANCE 6,622.61INVOICE: 19653
WARRANT: 12092020 TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 12092020 TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 12092020 TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
65692 11/13/20 100740 63339 P 12/09/20 014300 3361 UTILITIES 873.89
WARRANT: 12092020 TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 12092020 TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 12092020 TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
65617 11/10/20 100664 999998436 M 11/10/20 014010 3119 INCENTIVE 297.65
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
65569 11/02/20 100616 999998391 M 11/19/20 014100 3196 NEW HIRE EXPENSES 69.99
INVOICE: 19050165570 11/02/20 100617 999998392 M 11/19/20 014100 3196 NEW HIRE EXPENSES 84.74
INVOICE: 19050265571 11/02/20 100618 999998393 M 11/19/20 014100 3196 NEW HIRE EXPENSES 69.99
INVOICE: 19050365572 11/02/20 100619 999998394 M 11/19/20 014100 3196 NEW HIRE EXPENSES 69.99
INVOICE: 19050465573 11/02/20 100620 999998395 M 11/19/20 014100 3196 NEW HIRE EXPENSES 84.74
INVOICE: 19050565574 11/02/20 100621 999998396 M 11/19/20 014100 3196 NEW HIRE EXPENSES 84.74
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920PC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WARRANT: 120920AC TO FISCAL 2020/12 01/01/2020 TO 12/31/2020
VENDOR NAME
DOCUMENT INV DATE VOUCHER PO CHECK NO T CHK DATE GL ACCOUNT GL ACCOUNT DESCRIPTION____________________________________________________________________________________________________________________________________
WHEREAS, by virtue of Resolution 2009-09 adopted April 8, 2009, the Board of Supervisors of
Whiteland Township declared its intent to follow the schedules and procedures for the disposition of records as set forth in the Municipal Records Manual approved on December 16, 2009, and,
WHEREAS, in accordance with Act 428 of 1968, each individual act of disposition shall be approved by resolution of the governing body of the municipality;
NOW, THEREFORE, BE IT RESOLVED that the Board of Supervisors of the Township of West Whiteland, Chester County, Pennsylvania, in accordance with the above-cited Municipal Records Manual, hereby authorizes reformatting of the following public records:
RECORDS TO BE DESTROYED:
OFFICE RECORD TITLE DATES MEDIA/File Size
Administration Board of Supervisors (Zoom) November 10, 2020 125 KB of data
MEMORANDUM TO: Board of Supervisors FROM: Kimberly Pelcin, Purchasing Agent SUBJECT: Bid Award for Lawn Maintenance Spec 2020-10 DATE: December 3, 2020
Motion: To award the lawn maintenance contract to HHF Lawncare and to authorize the Township Manager to execute a contractor services agreement for a three year term with HHF Lawncare.
The scope of work for this contract included 9 services areas, with the addition of the new Boot Road Park North and 12 rights of way/sewer easements. HHF Lawncare is our current lawn care provider and has provided satisfactory service.
Analysis:
We received two bids on the lawn maintenance contract and HHF Lawncare’s bid was considerably less than their competitor. Please see below.
Service Areas: Per Mow Cost
Company 2021 2022 2023 HHF Lawncare $1,530.00 $1,675.00 $1,820.00 Joy Services, Inc. $2,449.00 $2,449.00 $2,449.00
Rights of Way/Sewer Easements: Per Mow Cost
Company 2021 2022 2023 HHF Lawncare $660.00 $660.00 $660.00 Joy Services, Inc. $5,418.00 $5,418.00 $5,418.00
West Whiteland -
MEMORANDUM TO: Board of Supervisors FROM: Kimberly Pelcin, Purchasing Agent SUBJECT: Authorization to Sell Vehicles and Equipment DATE: December 4, 2020
Motion: To authorize the sale of the following vehicles/equipment.
Background: Pursuant to the Board’s authorization, legal notice was published on November 9, 2020 that the following vehicles were listed for sale on Municibid. Bidding was open on Municibid from November 9 through December 1, 2020. We received a lot of activity and listed below are the winning bids for your approval. In the event the highest bidder is unable to purchase the vehicle or equipment, I have also listed the next highest bidder for your approval. Vehicles: 2014 Ford Explorer (Police), VIN#1FM5K8AR2EGB90803: High Bid: $11,250.00/Next: $11,200.00 2014 Ford Explorer (Police), VIN#1FM5K8ARXEGB90802: High Bid: $9,300.00/Next: $9,200.00
Equipment: 2007 Case Backhoe 590SM (PW), VIN#N76431699 – High Bid: $28,900.00/Next: $28,800.00 2003 Bobcat S-250 skidsteer, VIN#521312476 - High Bid: $11,300.00/Next: $11,200.00 2006 Belmont trailer, VIN#1B9SS18226G657517 - High Bid: $3,633.33/Next: $3,533.33
West Whiteland ~
MEMORANDUM DATE: December 2, 2020 TO: Board of Supervisors
Mimi Gleason, Township Manager FROM: Theodore D. Otteni, P.E.
Director of Public Works SUBJECT: Exton Park – Swedesford Recreation Area
Renew Authorization to Advertise Motion: To renew authorization to advertise the Exton Park – Swedesford Recreation Area project and placement on PennBid for the solicitation of bids. At the regularly scheduled meeting on July 22, 2020, the Board of Supervisors authorized the advertisement of the Exton Park – Swedesford Recreation Area project for placement on PennBid. Since the Board’s authorization, the bid package has been submitted to the Department of Conservation and Natural Resources (DCNR) for their approval (it is a stipulation of the funding source that DCNR reviews and approves the bid package prior to advertising the project). DCNR’s review took much longer than staff expected. The bid spec is still under review, but we expect approval shortly. Because it has been so many months since the Board authorized advertisement, we are seeking reauthorization to bid. Since the Board’s original authorization, there have been no changes to the project scope of work or funding sources. The bid package is for the Phase 1 improvements to include infrastructure improvements (water, sewer, electric), as well as the park entrances, parking lot, and stormwater requirements. This Phase will also provide walking trails, a dog park, and a playground, as well as other park amenities. Construction for this project is still anticipated to cost approximately $1,000,000. Construction is now anticipated to begin in the spring of 2021, with an expected completion in the fall/winter of 2021. If you have any questions or would like to discuss this in more detail, please do not hesitate to contact me.
West Whiteland ◄iHl'fiiil►
0MEMORANDUM DATE: December 1, 2020 TO: Board of Supervisors Mimi Gleason, Township Manager FROM: Theodore D. Otteni, P.E. Director of Public Works SUBJECT: Traffic Signal Improvements MOTION: To enact Resolution 2020-48 authorizing the Director of Public Works to sign two PennDOT Applications for Traffic Signal Approval for the traffic signal improvements as a part of the Whitford Road Widening Project. The Township is working with Primrose Daycare, the developer for the northeast quadrant of Lincoln Highway and Whitford Road, for improvements which will ultimately provide an additional northbound lane between Lincoln Highway and Waterloo Boulevard. The widening of Whitford Road necessitates the modifications to the existing traffic signals at:
- Whitford Road and Lincoln Highway - Whitford Road and Waterloo Boulevard
PennDOT requires the attached applications whenever any changes are made to traffic signals. I have reviewed the permit plans submitted by McMahon Associates that will accompany the PennDOT application and concur with them. The PennDOT applications and resolution are attached. PennDOT requires the Board’s approval of the resolution authorizing my signature for the application to proceed. Enclosures – PennDOT TE-160 Forms and Resolution
West Whiteland ◄iHl'fiiil►
WEST WHITELAND TOWNSHIP
RESOLUTION NO. 2020-48
APPLICATION FOR TRAFFIC SIGNAL APPROVAL
BE IT RESOLVED by the Board of Supervisors of West Whiteland Township, Chester
County, Pennsylvania, that the Director of Public Works of said Municipality is authorized and
directed to submit the attached Application for Traffic Signal Approval to the Pennsylvania
Department of Transportation
ADOPTED this 9TH of DECEMBER, 2020.
WEST WHITELAND TOWNSHIP BOARD OF SUPERVISORS
Rajesh Kumbhardare, Chair ATTEST: Theresa Santalucia, Vice-Chair Mimi Gleason, Township Manager/Secretary Joshua Anderson, Supervisor I, Mimi Gleason, Township Manager/Secretary, do hereby certify that the foregoing is a true and correct copy of the Resolution adopted at a regular meeting of the Board of Supervisors, held the 9th day of December, 2020.
Date: Mimi Gleason, Township Manager/Secretary
Municipal Contact's Name : Title :
A - Applicant's (Municipal) Contact Information
Municipal Name :
Municipal Address :
Municipal Phone Number : Alternative Phone Number :
E-mail Address :
Municipal Hours of Operation :
B - Application Description
Location (intersection) :
Traffic Control Device is : NEW Traffic Signal EXISTING Traffic Signal
Type of Device (select one) : Traffic Control Signal (MUTCD Section 4D, 4E, 4G)
Flashing Beacon (MUTCD Section 4L)
School Warning System (MUTCD Section 7B)
Other :
Is Traffic Signal part of a system? : If YES, provide locations of all signalized intersections in system.
Explain the proposed improvements :
NO YES Associated with Highway Occupancy Permit (HOP)?: If YES, HOP Application # :
C - Maintenance and Operation Information
Maintenance and Operations are typically performed by? :
Application for Traffic Signal Approval
TE-160 (6-12)
Please Type or Print all information in Blue or Black Ink
Sheet 1 of 5DEPARTMENT USE ONLY
County :
Engineering District :
Department Tracking # :
Initial Submission Date :
Phone # :
Other :
Alternative Phone # : E-mail :
Maintenance and Operations Contact Name : Company/Organization :
Municipal Personnel Municipal Contractor Municipal Personnel & Contractor
Please Type or Print all information in Blue or Black Ink
Sheet 2 of 5DEPARTMENT USE ONLY
County :
Engineering District :
Department Tracking # :
Initial Submission Date :
The applicant desires to own, operate, and maintain the traffic control device in the location indicated above; and the Vehicle Code requires the approval of the Department of Transportation (“Department”) before any traffic signals may be legally erected or modified. A signed Application for Traffic Signal Approval (TE-160) must be submitted in conformance with the instructions provided by the Department, and a Traffic Signal Permit must be issued, before any work can begin. If the Department approves a traffic signal after a traffic engineering study and engineering judgment indicates the need, the traffic signal shall be installed, owned, operated, and maintained within the parameters indicated in the Vehicle Code and the Department's regulations relating to traffic signs, signals, and markings. The Department may direct appropriate alterations to the design or operation (including, but not limited to, hours of operation) of the traffic signal, or require removal of the traffic signal, if traffic conditions or other considerations necessitate alteration or removal. All items associated with the traffic control device (geometric features, signs, signals, pavement markings, pedestrian accommodations, and other traffic control device associated items) are the applicant's responsibility. The Traffic Signal Permit will then document all of the items associated with operation of each traffic control device. The applicant, at its sole expense, shall provide the necessary inspection, maintenance, and operation activities in conformance with the Department's Publication 191 or as otherwise agreed to by the Department. The applicant shall perform the preventative and responsive maintenance requirements and recordkeeping in accordance with the exhibits specified below. If the applicant fails to provide the required inspection, maintenance, or operation services within thirty (30) days of receipt of written notice from the Department, the Department shall have the right to perform the required inspection, maintenance, or operation services in the applicant's stead and the applicant shall reimburse the Department for all costs incurred. Federal- and/or state-aid participation may be withheld on all future projects if the applicant fails to demonstrate to the Department the ability to provide all required maintenance and operation services. The applicant certifies that it has funds available and committed for the operation and maintenance of the traffic control device and that it will make available sufficient funds for all required future inspection, maintenance, and operation activities. The applicant shall indemnify, save harmless and, defend (if requested) the Commonwealth of Pennsylvania, its agents, representatives, and employees from and against any damages recoverable under the Sovereign Immunity Act, 42 Pa. C.S. §§ 8521-8528, up to the limitations on damages under said law, arising out of any personal injury or damage to property which is finally determined by a court to be caused by or result from acts or omissions of the applicant and for which a court has held applicant, its officials, or employees to be liable. This provision shall not be construed to limit the applicant in asserting any rights or defenses. Additionally, the applicant shall include in any contracts into which it enters for maintenance, operation, or inspection of the traffic control device this same obligation to indemnify the Commonwealth and its officers, agents, and employees; and it shall require its contractor(s) to provide public liability insurance coverage, naming the Commonwealth and the applicant as additional insureds for bodily injury, including death and property damage, in the minimum amounts of $500,000 per person, $1,000,000 per occurrence, it being the intention of parties to have the contractor fully insure and indemnify the Commonwealth and the applicant.
The applicant shall comply with the study and ordinance requirements of 75 Pa. C.S. § 6109. The applicant submits this application with the intention of being legally bound.
Neither this application nor any Traffic Signal Permit creates any rights or obligations with respect to parties other than the applicant and the Department. Third parties may not rely upon any representations made by either the applicant or the Department in connection with the submission or approval of this application or any work permitted or approved that is related to this application, as regards either payment of funds or performance of any particular item of maintenance precisely as specified.
The applicant agrees to comply with the attached Exhibits: · Exhibit “A”: Preventative and Response Maintenance Requirements (Sheet 3 of 5 ) · Exhibit “B”: Recordkeeping (Sheet 4 of 5 ) · Exhibit “C”: Signal Maintenance Organization (Sheet 5 of 5 )
Printed Municipal Contact Name :
Signed By :
Title of Signatory :
Date :
Witness or Attest :
Title of Witness or Attester:
CHESTER
6-0pennsylvania DEPARTMENT OF TRANSPORTATION
Exhibit "A": Preventative and Response Maintenance Requirements
TE-160 (6-12)
Preventive Maintenance
Response Maintenance
Response Maintenance Schedule
The APPLICANT or its contractor will provide preventive maintenance for each individual component of the traffic signal installation covered by this application at intervals not less than those indicated in the Preventive Maintenance Summary, PA DOT Publication 191, current version. This is the recommended level of maintenance to keep the intersection control equipment and signals in mechanically, structurally and aesthetically good condition.
The APPLICANT or its contractor will provide response maintenance in accordance with the provisions of the Response Maintenance Schedule. It encompasses the work necessary to restore a traffic signal system to proper and safe operation. Includes Emergency Repair and Final Repair. FINAL REPAIR: Repair or replace failed equipment to restore system to proper and safe operation in accordance with permit within a 24-hour period. EMERGENCY REPAIR: Use alternative means or mode to temporarily restore system to safe operation within a 24-hour period. Final repair must then be completed within 30 days unless prohibited by weather conditions or availability of equipment.
KNOCKDOWNS Support - Mast arm Support - Strain pole Span wire/tether wire Pedestal Cabinet Signal heads EQUIPMENT FAILURE Lamp burnout (veh. & ped.) Local controller Master controller Detector sensor - Loop - Magnetometer - Sonic - Magnetic - Pushbutton Detector amplifier Conflict monitor Flasher Time clock Load switch/relay Coordination unit Communication interface, mode Signal cable Traffic Signal Communications Traffic Signal Systems
Engineering District :
Sheet 3 of 5DEPARTMENT USE ONLY
County :
Department Tracking # :
Initial Submission Date :
TYPE OF REPAIR PERMITTED Emergency or Final Emergency of Final Final Only Emergency or Final Emergency of Final Final Only Final Only Emergency or Final Emergency or Final Emergency or Final Emergency or Final Emergency or Final Emergency or Final Emergency or Final Emergency or Final Final Only Final Only Emergency or Final Final Only Emergency or Final Emergency or Final Final Only Final Only Final Only
6-0
CHESTERpennsylvania DEPARTMENT OF TRANSPORTATION
Exhibit "B": Recordkeeping
TE-160 (6-12)
Recordkeeping
Accurate and up-to-date recordkeeping is an essential component of a good traffic signal maintenance program. In recognition of this fact, the APPLICANT must prepare, retain, and make available to the COMMONWEALTH, on request, a record of all preventive and response maintenance activities performed on the traffic signal equipment covered by this application. The APPLICANT shall establish a separate file for each installation and keep its records in the municipal building, signal maintenance shop, or other weather-protected enclosure. At a minimum, the following records will be kept by the APPLICANT or its contractor for each traffic signal. These forms can be found in Section 10.0, Maintenance Record Forms, PA DOT Publication 191, current version. FORM 1 - Master Intersection Record This form, which lists all maintenance functions performed at the intersection, should be updated within one day of the activity but no more than one week later. FORM 2 - Response Maintenance Record Each time response maintenance is required at the intersection, this form is to be completed. Once the pertinent information is transferred to the master intersection record, this form is to be placed in the intersection file. FORM 3 - Preventive Maintenance Record This form will be used to provide a record of the preventive maintenance activities performed at each intersection. The date, the activities performed, and the signature of the person in charge of the work must be recorded in the form. This form may be kept at the intersection, if it is adequately protected from the weather. Form 1 must be updated at the central file, however, to reflect the date and activity.
Engineering District :
Sheet 4 of 5DEPARTMENT USE ONLY
County :
Department Tracking # :
Initial Submission Date :
6-0
CHESTERpennsylvania DEPARTMENT OF TRANSPORTATION
Exhibit "C": Signal Maintenance Organization
TE-160 (6-12)
Budget Requirements
The APPLICANT agrees to provide, in its annual operating budget, dedicated funds which are sufficient to cover the cost of the personnel, training, contractors (if utilized) and specialized maintenance equipment which are required, by virtue of this application. The APPLICANT agrees to abide by all guidance provided in PA DOT Publication 191..
In order to properly maintain the traffic signal equipment covered by this applicant, the APPLICANT agrees to provide, as minimum, the following staff throughout the useful life of equipment. The APPLICANT agrees to abide by all guidance provided in PA DOT Publication 191. Traffic Engineer - The administrative position which has prime responsibility for the proper operation of traffic signal equipment. The principal function of this position is the supervision and control of subordinate personnel and the planning of their activities to ensure adequate preventive and response maintenance programs. Minimum Position Requirements 1. A thorough understanding of traffic signal design, installation and maintenance. 2. A working knowledge of the interaction between the following traffic characteristics: Intersection geometry, traffic flow theory, control type (fixed time, actuated, etc.), signal phasing and timing, and interconnection. 3. An ability to supervise subordinate personnel effectively in the assignment of their work. 4. Possession of a college degree in engineering, which includes course work in traffic engineering. 5. Either four years experience in the field of traffic engineering or its equivalent in graduate college work. Signal Specialist - The individual responsible for the diagnostics and repair of all traffic signal equipment including solid state equipment. Minimum Position Requirements 1. Extensive training and troubleshooting skills in electronics and software. 2. Ability to repair modules in the shop and to design test equipment needed to diagnose and repair a problem. 3. Ability to make design and modifications to implement or omit special functions. 4. Ability to implement a recordkeeping system to include maintenance activities, inventory control and identification of recurring problems. 5. Ability to perform all tasks required of a signal technician. Signal Technician - Individual responsible for the operation and maintenance of traffic signals and electromechanical equipment. Minimum Position Requirements 1. Ability to perform response maintenance on solid state equipment up to the device exchange level. 2. Capability to diagnose a vehicle loop failure and initiate corrective action. 3. Ability to tune detector amplifiers. 4. Ability to follow wiring schematics, check and set timings from plan sheet and check all field connections. 5. Ability to perform preventive maintenance on all equipment and to maintain accurate records of all work perform.
Engineering District :
Sheet 5 of 5DEPARTMENT USE ONLY
County :
Department Tracking # :
Initial Submission Date :
Personnel Classifications
Training
The APPLICANT agrees to secure training in order to upgrade the ability of its present staff to properly perform the required maintenance functions. The APPLICANT agrees to abide by all guidance provided in PA DOT Publication 191.
6-0
CHESTERpennsylvania DEPARTMENT OF TRANSPORTATION
(designate official title)
(Name of MUNICIPALITY)
(Name of governing body)BE IT RESOLVED, by authority of the
RESOLUTION
of the County, and it
is hereby resolved by authority of the same, that the
of said MUNICIPALITY is authorized and directed to submit the attached Application for Traffic
Signal Approval to the Pennsylvania Department of Transportation and to sign this Application on behalf of the MUNICIPALITY.
ATTEST:
(Official Title)
(Signature and designation of official title) (Signature and designation of official title)By:
(Name)
(Name of MUNICIPALITY)
I, ,
of the , do hereby certify that the foregoing(Name of governing body and MUNICIPALITY)
is a true and correct copy of the Resolution adopted at a regular meeting of the
(Name of governing body), held the day of , 20 .
,
DATE:(Signature and designation of official title)
Municipal Contact's Name : Title :
A - Applicant's (Municipal) Contact Information
Municipal Name :
Municipal Address :
Municipal Phone Number : Alternative Phone Number :
E-mail Address :
Municipal Hours of Operation :
B - Application Description
Location (intersection) :
Traffic Control Device is : NEW Traffic Signal EXISTING Traffic Signal
Type of Device (select one) : Traffic Control Signal (MUTCD Section 4D, 4E, 4G)
Flashing Beacon (MUTCD Section 4L)
School Warning System (MUTCD Section 7B)
Other :
Is Traffic Signal part of a system? : If YES, provide locations of all signalized intersections in system.
Explain the proposed improvements :
NO YES Associated with Highway Occupancy Permit (HOP)?: If YES, HOP Application # :
C - Maintenance and Operation Information
Maintenance and Operations are typically performed by? :
Application for Traffic Signal Approval
TE-160 (6-12)
Please Type or Print all information in Blue or Black Ink
Sheet 1 of 5DEPARTMENT USE ONLY
County :
Engineering District :
Department Tracking # :
Initial Submission Date :
Phone # :
Other :
Alternative Phone # : E-mail :
Maintenance and Operations Contact Name : Company/Organization :
Municipal Personnel Municipal Contractor Municipal Personnel & Contractor
Please Type or Print all information in Blue or Black Ink
Sheet 2 of 5DEPARTMENT USE ONLY
County :
Engineering District :
Department Tracking # :
Initial Submission Date :
The applicant desires to own, operate, and maintain the traffic control device in the location indicated above; and the Vehicle Code requires the approval of the Department of Transportation (“Department”) before any traffic signals may be legally erected or modified. A signed Application for Traffic Signal Approval (TE-160) must be submitted in conformance with the instructions provided by the Department, and a Traffic Signal Permit must be issued, before any work can begin. If the Department approves a traffic signal after a traffic engineering study and engineering judgment indicates the need, the traffic signal shall be installed, owned, operated, and maintained within the parameters indicated in the Vehicle Code and the Department's regulations relating to traffic signs, signals, and markings. The Department may direct appropriate alterations to the design or operation (including, but not limited to, hours of operation) of the traffic signal, or require removal of the traffic signal, if traffic conditions or other considerations necessitate alteration or removal. All items associated with the traffic control device (geometric features, signs, signals, pavement markings, pedestrian accommodations, and other traffic control device associated items) are the applicant's responsibility. The Traffic Signal Permit will then document all of the items associated with operation of each traffic control device. The applicant, at its sole expense, shall provide the necessary inspection, maintenance, and operation activities in conformance with the Department's Publication 191 or as otherwise agreed to by the Department. The applicant shall perform the preventative and responsive maintenance requirements and recordkeeping in accordance with the exhibits specified below. If the applicant fails to provide the required inspection, maintenance, or operation services within thirty (30) days of receipt of written notice from the Department, the Department shall have the right to perform the required inspection, maintenance, or operation services in the applicant's stead and the applicant shall reimburse the Department for all costs incurred. Federal- and/or state-aid participation may be withheld on all future projects if the applicant fails to demonstrate to the Department the ability to provide all required maintenance and operation services. The applicant certifies that it has funds available and committed for the operation and maintenance of the traffic control device and that it will make available sufficient funds for all required future inspection, maintenance, and operation activities. The applicant shall indemnify, save harmless and, defend (if requested) the Commonwealth of Pennsylvania, its agents, representatives, and employees from and against any damages recoverable under the Sovereign Immunity Act, 42 Pa. C.S. §§ 8521-8528, up to the limitations on damages under said law, arising out of any personal injury or damage to property which is finally determined by a court to be caused by or result from acts or omissions of the applicant and for which a court has held applicant, its officials, or employees to be liable. This provision shall not be construed to limit the applicant in asserting any rights or defenses. Additionally, the applicant shall include in any contracts into which it enters for maintenance, operation, or inspection of the traffic control device this same obligation to indemnify the Commonwealth and its officers, agents, and employees; and it shall require its contractor(s) to provide public liability insurance coverage, naming the Commonwealth and the applicant as additional insureds for bodily injury, including death and property damage, in the minimum amounts of $500,000 per person, $1,000,000 per occurrence, it being the intention of parties to have the contractor fully insure and indemnify the Commonwealth and the applicant.
The applicant shall comply with the study and ordinance requirements of 75 Pa. C.S. § 6109. The applicant submits this application with the intention of being legally bound.
Neither this application nor any Traffic Signal Permit creates any rights or obligations with respect to parties other than the applicant and the Department. Third parties may not rely upon any representations made by either the applicant or the Department in connection with the submission or approval of this application or any work permitted or approved that is related to this application, as regards either payment of funds or performance of any particular item of maintenance precisely as specified.
The applicant agrees to comply with the attached Exhibits: · Exhibit “A”: Preventative and Response Maintenance Requirements (Sheet 3 of 5 ) · Exhibit “B”: Recordkeeping (Sheet 4 of 5 ) · Exhibit “C”: Signal Maintenance Organization (Sheet 5 of 5 )
Printed Municipal Contact Name :
Signed By :
Title of Signatory :
Date :
Witness or Attest :
Title of Witness or Attester:
CHESTER
6-0pennsylvania DEPARTMENT OF TRANSPORTATION
Exhibit "A": Preventative and Response Maintenance Requirements
TE-160 (6-12)
Preventive Maintenance
Response Maintenance
Response Maintenance Schedule
The APPLICANT or its contractor will provide preventive maintenance for each individual component of the traffic signal installation covered by this application at intervals not less than those indicated in the Preventive Maintenance Summary, PA DOT Publication 191, current version. This is the recommended level of maintenance to keep the intersection control equipment and signals in mechanically, structurally and aesthetically good condition.
The APPLICANT or its contractor will provide response maintenance in accordance with the provisions of the Response Maintenance Schedule. It encompasses the work necessary to restore a traffic signal system to proper and safe operation. Includes Emergency Repair and Final Repair. FINAL REPAIR: Repair or replace failed equipment to restore system to proper and safe operation in accordance with permit within a 24-hour period. EMERGENCY REPAIR: Use alternative means or mode to temporarily restore system to safe operation within a 24-hour period. Final repair must then be completed within 30 days unless prohibited by weather conditions or availability of equipment.
KNOCKDOWNS Support - Mast arm Support - Strain pole Span wire/tether wire Pedestal Cabinet Signal heads EQUIPMENT FAILURE Lamp burnout (veh. & ped.) Local controller Master controller Detector sensor - Loop - Magnetometer - Sonic - Magnetic - Pushbutton Detector amplifier Conflict monitor Flasher Time clock Load switch/relay Coordination unit Communication interface, mode Signal cable Traffic Signal Communications Traffic Signal Systems
Engineering District :
Sheet 3 of 5DEPARTMENT USE ONLY
County :
Department Tracking # :
Initial Submission Date :
TYPE OF REPAIR PERMITTED Emergency or Final Emergency of Final Final Only Emergency or Final Emergency of Final Final Only Final Only Emergency or Final Emergency or Final Emergency or Final Emergency or Final Emergency or Final Emergency or Final Emergency or Final Emergency or Final Final Only Final Only Emergency or Final Final Only Emergency or Final Emergency or Final Final Only Final Only Final Only
6-0
CHESTERpennsylvania DEPARTMENT OF TRANSPORTATION
Exhibit "B": Recordkeeping
TE-160 (6-12)
Recordkeeping
Accurate and up-to-date recordkeeping is an essential component of a good traffic signal maintenance program. In recognition of this fact, the APPLICANT must prepare, retain, and make available to the COMMONWEALTH, on request, a record of all preventive and response maintenance activities performed on the traffic signal equipment covered by this application. The APPLICANT shall establish a separate file for each installation and keep its records in the municipal building, signal maintenance shop, or other weather-protected enclosure. At a minimum, the following records will be kept by the APPLICANT or its contractor for each traffic signal. These forms can be found in Section 10.0, Maintenance Record Forms, PA DOT Publication 191, current version. FORM 1 - Master Intersection Record This form, which lists all maintenance functions performed at the intersection, should be updated within one day of the activity but no more than one week later. FORM 2 - Response Maintenance Record Each time response maintenance is required at the intersection, this form is to be completed. Once the pertinent information is transferred to the master intersection record, this form is to be placed in the intersection file. FORM 3 - Preventive Maintenance Record This form will be used to provide a record of the preventive maintenance activities performed at each intersection. The date, the activities performed, and the signature of the person in charge of the work must be recorded in the form. This form may be kept at the intersection, if it is adequately protected from the weather. Form 1 must be updated at the central file, however, to reflect the date and activity.
Engineering District :
Sheet 4 of 5DEPARTMENT USE ONLY
County :
Department Tracking # :
Initial Submission Date :
6-0
CHESTERpennsylvania DEPARTMENT OF TRANSPORTATION
Exhibit "C": Signal Maintenance Organization
TE-160 (6-12)
Budget Requirements
The APPLICANT agrees to provide, in its annual operating budget, dedicated funds which are sufficient to cover the cost of the personnel, training, contractors (if utilized) and specialized maintenance equipment which are required, by virtue of this application. The APPLICANT agrees to abide by all guidance provided in PA DOT Publication 191..
In order to properly maintain the traffic signal equipment covered by this applicant, the APPLICANT agrees to provide, as minimum, the following staff throughout the useful life of equipment. The APPLICANT agrees to abide by all guidance provided in PA DOT Publication 191. Traffic Engineer - The administrative position which has prime responsibility for the proper operation of traffic signal equipment. The principal function of this position is the supervision and control of subordinate personnel and the planning of their activities to ensure adequate preventive and response maintenance programs. Minimum Position Requirements 1. A thorough understanding of traffic signal design, installation and maintenance. 2. A working knowledge of the interaction between the following traffic characteristics: Intersection geometry, traffic flow theory, control type (fixed time, actuated, etc.), signal phasing and timing, and interconnection. 3. An ability to supervise subordinate personnel effectively in the assignment of their work. 4. Possession of a college degree in engineering, which includes course work in traffic engineering. 5. Either four years experience in the field of traffic engineering or its equivalent in graduate college work. Signal Specialist - The individual responsible for the diagnostics and repair of all traffic signal equipment including solid state equipment. Minimum Position Requirements 1. Extensive training and troubleshooting skills in electronics and software. 2. Ability to repair modules in the shop and to design test equipment needed to diagnose and repair a problem. 3. Ability to make design and modifications to implement or omit special functions. 4. Ability to implement a recordkeeping system to include maintenance activities, inventory control and identification of recurring problems. 5. Ability to perform all tasks required of a signal technician. Signal Technician - Individual responsible for the operation and maintenance of traffic signals and electromechanical equipment. Minimum Position Requirements 1. Ability to perform response maintenance on solid state equipment up to the device exchange level. 2. Capability to diagnose a vehicle loop failure and initiate corrective action. 3. Ability to tune detector amplifiers. 4. Ability to follow wiring schematics, check and set timings from plan sheet and check all field connections. 5. Ability to perform preventive maintenance on all equipment and to maintain accurate records of all work perform.
Engineering District :
Sheet 5 of 5DEPARTMENT USE ONLY
County :
Department Tracking # :
Initial Submission Date :
Personnel Classifications
Training
The APPLICANT agrees to secure training in order to upgrade the ability of its present staff to properly perform the required maintenance functions. The APPLICANT agrees to abide by all guidance provided in PA DOT Publication 191.
6-0
CHESTERpennsylvania DEPARTMENT OF TRANSPORTATION
(designate official title)
(Name of MUNICIPALITY)
(Name of governing body)BE IT RESOLVED, by authority of the
RESOLUTION
of the County, and it
is hereby resolved by authority of the same, that the
of said MUNICIPALITY is authorized and directed to submit the attached Application for Traffic
Signal Approval to the Pennsylvania Department of Transportation and to sign this Application on behalf of the MUNICIPALITY.
ATTEST:
(Official Title)
(Signature and designation of official title) (Signature and designation of official title)By:
(Name)
(Name of MUNICIPALITY)
I, ,
of the , do hereby certify that the foregoing(Name of governing body and MUNICIPALITY)
is a true and correct copy of the Resolution adopted at a regular meeting of the
(Name of governing body), held the day of , 20 .
,
DATE:(Signature and designation of official title)
MEMORANDUM TO: Board of Supervisors FROM: Beth Jones, Finance Director SUBJECT: 2021 Budget DATE: December 2, 2020 Motion: To adopt the 2021 Final Budget The 2021 preliminary budget was advertised, and no changes have been made since then. As approved for advertising, the budget includes the first of a two year incremental increase in the solid waste fee. There is no increase in the cost of Township trash bags, no increase in annual sewer rent and no property tax increase. Note that there are several other items on tonight’s agenda related to the 2021 budget:
1. 2021 Property Tax Levy (required every year, even when there are no changes) 2. Fund Balance (laying out the plan for use of fund balances in 2021)
And to the 2020 budget:
1. Transfers from General Fund (as budgeted in 2020 or for the surplus) 2. Budget amendments
West Whiteland
2021 BUDGET TABLE OF CONTENTS
OVERVIEWS
1. Manager’s Summary
2. General Fund Summary
3. Sewer Operating Fund Summary
4. Solid Waste Fund Summary
BUDGET DETAILS
1 General Fund
Operating Revenue – Budget
Operating Expenditures – Department Exec. Summaries and Budgets:
4010 Administration
4050 Finance
4092 Municipal Complex
4100 Police
4110 Fire and EMS
4130 Codes
4140 Planning & Zoning, Historic Preservation
4300 Roads & Fleet (see also Fund 35, Liquid Fuels)
4520 Parks & Recreation
4810 Debt Service
2 Sewer Operating Fund – Exec. Summary and Budget
3 Sewer Construction (Capital Projects) Fund – 5 Year Plan and Budget
12 Solid Waste (Residential Trash & Recycling Collection) Operating Fund – Exec. Summary and Budget
35 Liquid Fuels (Road Maintenance) Fund - Budget
40 Retirement Health & Life Insurance Fund – Executive Summary and Budget
50 Equipment Replacement Fund – 10 Year Plan and Budget
55 Fire Company Equipment Replacement Fund – 10 Year Plan and Budget
65 Public Service (Capital Projects) Fund – 5 Year Plan and Budget
70 Technology Fund – 5 Year Plan and Budget
1
West Whiteland ·•• 4 ~ -·-
2
What a year!
3
COVID upended 2020
• When PA went into lockdown, most nonuniformed staff worked from home most days, although essential services continued
• Public meetings became virtual and we all learned Zoom
• Township Building has been closed to walkin visitors since March; all staff available by appointment
• Deadlines for payment of taxes and fees were extended to offer residents and property owners flexibility if needed
• General fund receipts declined significantly in the 2nd quarter
4
s
I I _,
Reservesoffered stability
• Because of the Township’s reserves, staff knew their jobs were safe in the early, uncertain days of the pandemic
• As a result, essential workers kept providing essential services• Police continued working but limited 11 contact when
possible• Public Works did essential maintenance of roads, sewers
and parks• Codes reviewed building permit plans so contractors
would be ready to work when restrictions were lifted• Emergency management kept emergency responders and
other staff supplied with PPE• Finance paid bills and staff and monitored Twp finances• Admin pushed info to the public about COVID and safety
measures• Everyone adjusted to constantly changing circumstances
with equanimity and a willingness to help
5
s
I I _,
Revenue fluctuated
• Q2 revenue decreased as residents and businesses were impacted
• Little permit revenue because construction stopped• Little transfer tax revenue because real estate sales
slowed to a trickle• Property tax revenue was behind• Local services tax revenue slowed as people who work in
West Whiteland were laid off• Earned income tax revenue dipped as residents and
people who work in West Whiteland lost jobs or income• Staff cut back on nonessential spending but midyear we still
anticipated a $1 million general fund deficit for 2020 and ongoing uncertainty
• But by the end of the year, we now expect a surplus of almost $300K … and continued COVID uncertainty
6
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I I _,
GF Revenue ending strong
• Strong economic fundamentals in West Whiteland and Chester County and population growth supported our largest revenue source – earned income tax
• Continued interest in development, redevelopment and renovations in WWT• Construction resumed > permit revenue catching up• Home sales soared > transfer tax revenue catching up• Businesses reopened > LST revenue close to budget• Most residents kept working, township population increased > EIT
revenue exceeded budget
7
This unusual year has reinforced the strong financial position that the Township is in, and the value of
maintaining that strong position.
Longterm practice of careful planning, saving and spending built up a healthy rainy day fund. Moody’s Aaa bond rating was reaffirmed in 2020, due in large part to the Township’s reserves and growth.
Sustained interest from businesses staying open and even expanding; developers investing in large projects; and new residents moving in around the Exton Crossroads led to general fund revenue that offset losses incurred during lockdown.
2020 saw a reduction in revenue and spending that is expected to be shortterm.
2021 GF budget has a $200K deficit to be filled with reserves if the gap is not closed during the year.
Combined operations have a net $200K surplus.
9
Operating Budget Snapshot
PRIMER:General v. Proprietary Operating Funds
General Fund: Funds Township services that are principally paid for by taxes and intergovernmental revenue. It excludes services in the specific proprietary funds below. The General Fund is more sensitive to trends in the economy than the proprietary funds.
Liquid Fuels: Separate fund for municipal share of the state gas tax for road maintenance. For simplicity, it is grouped with the General Fund in the summaries in this presentation to account for the full cost of road maintenance.
Sewer: Separate proprietary fund for sewer fee that pays for operation and maintenance of the Township sanitary sewer system and the Township’s share of the costs of wastewater treatment provided by other entities.
Solid Waste: Separate proprietary fund for annual solid waste fee and trash bag sales that pay for residential trash and recycling collection.
10
"" p
I I
GENERAL FUND
11
PRIMER: General Fund Revenue
• Earned Income Tax: residents pay 0.5% of wages to West Whiteland and 0.5% to W.C. Area School District; nonresidents who work in WWT and do not live in a municipality with an EIT pay 1% to WWT.
• By far the largest revenue source in the General Fund at 50%
• Resident/nonresident share of EIT revenue: 70/30
• Many new residents (or significant raises for existing residents) are needed to noticeably increase EIT
$100,000 in annual earned incomegenerates $500/year in EIT to WWT
12
s
I I _,,,
PRIMER: General Fund Revenue
Other taxes: LST, transfer tax, property tax• Each tax is much less revenue than EIT;
combined they make up 25% GF revenue• Local Services Tax: $52/year paid by people who
work in WWT & earn > $12K/year• Transfer tax: 0.5% of property sales price• Property tax: WWT Board sets tax rate, which is
applied to the property’s assessed value set by Chester County; after the initial assessment, the assessed value only increases based on physical improvements, not increases in market value
West Whiteland rate is 0.0714%Average homeowner pays $121/year
13
s
I I _,
General Fund Revenue History
2020 got better as we went alongStill room for recovery v. 2019No change in 2021 property tax millage rate – the only rate the Board of Supervisors has discretion over
EIT LST Property tax R/E transfer tax Permit Fees Other Revenue Total
• Midyear projections for large 2020 deficit included assumption that EIT receipts would decline due to the economic impact of COVID
• Q2 was down significantly• Q3 rebounded significantly• 2020 projection and 2021 budget conservatively assume continued modest growth
• Staff analyzed EIT data from every direction we could think of and dialed back the forecast a bit in case COVID slows growth in 2021
• The GF budget includes $200K in planned use of reserves – which may not be necessary with careful spending and a decent (not even spectacular) economy
15
Development impact on GF revenueSpikes in building permit fees and transfer taxes in 201718, followed by slowly increasing earned income tax
0
500,000
1,000,000
1,500,000
2,000,000
2,500,000
3,000,000
3,500,000
0
1,000,000
2,000,000
3,000,000
4,000,000
5,000,000
6,000,000
7,000,000
2015 2016 2017 2018 2019 2020 Proj 2021 Bud
Property Tax Earned Income Tax Local Services Tax Transfer tax Building Permits
16
- - -
General Fund/Liquid Fuels Operating Expenses
GENERAL FUND & LIQUID FUELSOPERATING EXPENSES 2020 BUDGET 2020 PROJECTIONS 2021 BUDGET
Other Expenditures $1,275,875 $1,135,769 $1,184,849 9%
TOTAL GF + LF Oper Exp $12,660,903 $11,485,258 $12,477,728 100%
17
Projects and purchases were deferred in 2020 due to COVID uncertainty
General Fund by Service
Police, 50%
Roads, 12%
Parks, 4%
Admin/Fin, 11%
Development, 9%
Fire/EMS, 4%
Debt Svc, 10%
18
2020-21 General Fund Highlights
• Adoption of clean energy plan, in cooperation with 5 other municipalities in the West Chester area; implementation begin with installation of electric vehicle charger in parking lot; also jointly exploring a power purchase agreement for solar energy organizations such as SEPTA and the Univ. of PA have lowered their electricity costs while reducing carbon emissions in this way
• Completed construction of the bike/ped path from the Chester Valley Trail to Exton Train Station
• Secured a grant to build the north leg of the Ship Road Couple and CVT connection; developers’ plans to build the south leg are under review
19
s
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2020-21 General Fund Highlights
Following George Floyd’s death, staff and Supervisors supported the Board’s racial justice resolution by embarking on an educational journey
• Book club read and discussed “White Fragility”, by Robin DiAngelo• 2nd club is adapting the “21Day Racial Equity Challenge” into a 21Week
Challenge• Employee survey underway to assess areas for improvement• Researching training options that go beyond the runofthemill anti
bias programs• Goals: ensure we have a respectful workplace; increase our awareness
of how unintended insensitivity and misplaced assumptions impacts people of color – and learn what we can do to change that; when we’ve built up a stronger foundation, engage with the community
The Board’s and community’s pride in the Police Dept is deserved• With problems in law enforcement around the country receiving
justified attention, our police department reexamined practices and data as part of their commitment to quality
• The WW PD is one of only 10% of departments in PA to be accredited
20
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2020-21 General Fund Highlights
2021 budget includes plans to make better use of GF’s substantial reserves to free up operating revenue, while still retaining $12M in reserves (almost 100% of GF annual operating revenue)
• Transfer $800K from retiree medical fund & general fund to fully fund police retiree medical obligations in the “OPEB Trust”, reducing GF annual obligation by $245,000
• Transfer $500K from GF reserves to Public Service Fund as pool for park facilities replacements/upgrades, reducing GF savings line item by $50,000
• Transfer $500K from GF reserves to Public Service Fund as pool for municipal complex replacements/upgrades, avoiding planned GF savings line item of $25K
• Use Liquid Fuels balance and portion of future annual grants to pay for Roads vehicles in 10year equipment replacement plan, reducing GF contribution to Fund 50 by $80,000
• Transfer $2M from GF reserves to Public Service Fund as a capital reserve for use on stormwater and other projects that would be approved in future capital project plans in the budget
Twp system maintenance 1,685,000 1,658,000 48%3d party contracted treatment 1,810,000 1,810,000 52%Total 3,495,000 3,468,000 100%
Almost all revenue comes from annual sewer fee
Half of expenses pay for wastewater treatment by Downingtown Area Regional Authority and West Goshen Sewer Authority
No change to the annual sewer fee.
23
2021 Sewer Improvements
Begin rehab of Clover Mill Pump Station• West Whiteland infrastructure conveys sewage to
Downingtown Area Regional Authority (DARA) treatment plant
• Uwchlan and West Whiteland Townships share costComplete study to identify groundwater inflow and stormwater infiltration (I&I) of the system
• Implement “curedinplace” pipe project to seal pipes from I&I, thereby reducing wastewater treatment costs
PennDot will install section of Clover Mill Force Main on new bridge over Quarry Road
• West Whiteland infrastructure in East Caln Twp conveys sewage to DARA
• Uwchlan and West Whiteland Townships share costThe sanitary sewer system is major infrastructure that must be upgraded periodically to work well and avoid environmental and fiscal emergencies.
24
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Solid Waste/Trash & RecyclingUpheaval in overseas market for recycled material led to significant increases in the cost of recycling. The bids for the 202125 reflect that trend. A $20/year increase in 2021 and 2022 is necessary to cover that increase.
25
Solid Waste –residential trash & recycling
SOLID WASTE FUND 2020 PROJ 2021 BUDGET % TOTAL % v ’20 PROJ
The cost of processing recycled material is increasing $50K/year
The solid waste fee paid by homeowners is increasing $20/year.
26
Solid Waste Fee
• The annual fee paid by homeowners will increase from $49 to $69 per year.
• Trash bags purchased by homeowners in the “Pay as You Throw” system cover more than 1/2 of the costs of trash and recycling collection; the annual fee pays for almost 1/3.
• The contract with the hauler for collection is almost ¾ of total costs.
• Because the annual fee is a relatively small share of solid waste revenue, while the hauler contract driving the cost increase is most of solid waste expenses, a higher percentage increase is needed in the fee to cover the increase.
• However the increase amounts to only $20/household in 2021.
27
s
I I _,
The Look Ahead
28
l>I>
The Look Ahead
• Break ground on Exton Park playground and trail near Swedesford Road
• Break ground on new Public Works Facility• Start community conversations about the vision
for Exton Crossroads• Work with West Chester Area Council of
Governments on implementation of clean energy plan
• Complete staffing and service analysis to assist lean staff that can’t keep up with volume of work – are there services that can be cut back? or support for adding staff…and paying for that through tax increases? Or other ideas?
Net Surplus / (Deficit) 1,049,532$ 477,053$ 477,053$ 539,783$ 477,104$ 292,730$ 37,321$ *Note: Depreciation expenses were booked here in 2019. We do not budget for those.
West Whiteland Township2021 Budget ‐ Sewer Operating Fund (02)
Net Surplus / (Deficit) 203,350$ (4,378)$ (4,378)$ (77,889)$ (87,528)$ (73,511)$ (9,639)$ Note: Use of Fund 12 reserves will make up the projected 2020 and 2021 deficits.
West Whiteland Township2021 Budget ‐ Solid Waste Fund (12) ‐ Budget Summary
32
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12/02/2020 10:32 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2020P - 2020 is trending higher than 2016 thru 2019 when looking at Jan-July receipts. Avg'd Aug - Dec receipts of 2016 - 2019= $4,700 total2021B Using the avg of 4 years (2016-2019) the median is $17,368
2020P=Jan-Sept. actuals. Oct-Nov (no Dec) projections from 2019.
2021B=Estimated total assessment (includes apartment developments Hanover, Parkview and *Main Street). 1,898,369,545 (175.764M over 2020) times 93% (collection rate and 2% early discount) minus 1.3% reduction per IFO study.
*Assume Main Street reassessment to occur mid way through 2021.
013000 8586 PILOT 8,176.17 8,176.00 8,176.00 8,119.30 8,119.00 8,119.00 -.7%
Payment in lieu of taxes: flat every year; paid early in year; Devereux property
013100 7300 RE TRANS 1,095,376.16 950,000.00 950,000.00 696,254.29 738,400.00 872,000.00 -8.2%
Twp rate: 0.5%
2020P - Trended below budget May & June due to COVID-19 restrictions. Anticipateuptick for the remainder of 2020. The projection was calculated using Jan-Oct actuals and $67K/ month for the remaining 2 months Nov- Dec. 2021B - Includes an average of 2015-2020 w/o 2017 as it was an outlier.
013100 7400 EIT 6,082,047.72 6,250,000.00 6,250,000.00 4,994,224.38 6,404,100.00 6,404,100.00 2.5%
Twp rate: 1% of earned income; split 50/50 with WCASD for WWT residents.
2020P-See EIT Q4 analysis spreadsheet for details. 2021B- -See EIT Q4 analysis spreadsheet for details. Because of COVID uncertainty, keep budget flat to 2020P; assume revenue from new residents possibly offset by further COVID impact.
General Fund Revenue
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12/02/2020 10:32 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________013100 7450 LST 907,564.81 905,000.00 905,000.00 668,711.67 883,800.00 883,800.00 -2.3%
Rate: $52/year for each employee that works in West Whiteland.
2020P: Projection uses Jan-Oct. 2020 actuals and Nov-Dec 2019 actuals. (2.62% reduction v. 2019 actual)2021B: Because of continued uncertainty due to COVID and retail industry shifts, not budgeting for a rebound in employment in WWT businesses - keep flat v. 2020P.
Revenue received mostly from utilities (Aqua, Peco, etc.), and a small amount from property owners, when they open a Twp road for construction projects.
2020P: YTD is running below budget as 2020 sees continuing decreases in interest& dividend yields.2021B: Cut 2020 projection in half. Average running interest rate in 2019 was 2.5% (most investments term in 2020). Avg 2020 rate is 1.48%, and newer issued rates are significantly lower. Don't expect any increases in 2021.
Revenue received from Chester County/District Court for ordinance violations, as well as Township revenue collected for false alarm fees.
Below budget - COVID impact, which could continue into 2021 but to lesser degree.
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12/02/2020 10:32 |West Whiteland Township |P 4kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________013540 8350 FED/STA/CO 30,634.82 38,000.00 38,000.00 5,049.87 8,748.00 46,000.00 21.1%
2020P: For the remainder of 2020 (Sept - Dec) expect to receive additional $4,600in Police-related grants (Buckle Up & Aggressive Driving) (run-rate; ongoing program but well below expectations due to COVID-19 suspension) ; DOJ Bullet Proof Vest (annual program, expect $2.5K. When completed by historical commission, Chesco Vision Partnership Program grant (27.5K) for the update to thehistoric resource plan.
2021B - Anticipate a return to more normal levels as COVID-19 restrictions are lifted. Police related grants (Buckle up, & Aggressive Driving) (run-rate; ongoing program) $16K, DOJ Bullet Proof Vest $2.5K
2018 & 2019 actual included funds from the Pottstown Pike Study (2018; $5,095, 2019; $14,151). This program has ended.
013540 8530 PUBLIC UTI 7,975.46 8,000.00 8,000.00 9,006.28 9,006.00 9,000.00 12.5%
Act 205 Foreign Fire Tax Relief is received in September and the Township distributes the funds to the Fire Company within 30 days of receipt. Allocation is based on population and market value of real estate estimated by PAAuditor General. Sourced from the 2% Foreign Fire Tax (2% of casualty & fire insurance premiums sold in PA by insurers outside of PA). Assume flat.
2020P Paid March ($3,900) and September ($1,500) each year2021B - LCB approved a waiver for 2021. Bars/restaurants do not have to pay theirfee in 2021.
2020P: 2020 State Aid Unit Value determines State Aid received. As of 8/2020 awaiting the State to issue unit value. (1 officer = 2 units; 1 non-uniform employee = 1 unit)2021B: Assume flat
013610 9300 LAND DEV 7,487.48 6,000.00 6,000.00 8,225.00 8,225.00 8,000.00 33.3%
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12/02/2020 10:32 |West Whiteland Township |P 5kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________013610 9340 ZHB 8,250.00 7,000.00 7,000.00 6,121.57 6,000.00 7,000.00 .0%
Traffic Signal Claims (offset by 014300-3456 INS). This is insurance reimbursements driven by accidental property damage.Do not budget for this item.2020P = actuals
013620 9150 INS CO REF 38,534.16 30,000.00 30,000.00 1,613.95 25,800.00 29,800.00 -.7%
2020P - Funds from Delaware Valley Workers' Comp Trust ($23K) will be received sometime in September/October 2020. The Rx subsidy ($2.8K) is also expected to be received before year end.
2021B - Delaware Valley Worker's Comp Trust (DVWCT) Dividend from favorable performance (Sept ~$23K), Rx subsidy from DVHT $2.8K, & WC safety equip reimbursement/grant ($4K every other year). All of these items can vary per year;used conservative assumption.
2021B: Green Drop $1650/mth rental; Clear Channel $600/mth; Procurement card rebates $7.4K; Sale of recyclable material (scrap metal) & misc revenue/reimbursements remaining ~$4K.
2020P & 2021B - Running low due to impact of COVID-19.
TOTAL REVENUE 12,412,725.10 12,055,636.00 12,055,636.00 9,626,981.17 11,587,241.00 11,766,519.00 -2.4%
** END OF REPORT - Generated by Kimerbly Pelcin **
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ADMINISTRATION (Admin, HR, Public Information, Solid Waste, Technology)
Administration is responsible for supporting and implementing general plans and policies of the Board of Supervisors, interdepartmental coordination and staff training/continuing education, human resources, technology, community relations, community events, and general administrative support.
Staffing: 3 FT, 3 PT Boards and Commissions: Board of Supervisors
2021 TOWNSHIP GOALS & SUPPORTING DEPARTMENT ACTIONS
Delivering reliable administrative services
Proactive community engagement and public outreach
Continue work started in 2020 with the public relations consultant to inform residents andbusinesses about Township priorities and seek pertinent feedback from impacted constituents.(Up to $10,000 in contracted services – 01.4010.3450; also additional newsletter, mailings orother efforts – increased from $4,000 to $9,000 in 01.4010.3340)
Tell the West Whiteland Township story to residents and stakeholders via: the State of the Township report Newsletters – printed (see below) and eNews Social media Website “Road Show” where Township officials are available to present and discuss Township
priorities and projects to HOAs, community groups, etc. (pending resolution of thepandemic)
Community events such as Community Day in Exton Park and open houses (pendingresolution of the pandemic)
(Part of $2,000 in meetings – 01.4010.3424; part of $2,500 misc. in communications – 01.4010.3340; cost for Community Day is in the parks budget; also see newsletter bullet below.)
. Refresh the Township newsletter to compliment the new look of the recently redesigned website while still relaying up-to-date information to our residents and visitors. ($1,000 for the refresh, in addition to $18,200 for printing and mailing 2 newsletters to all property owners in communications – 01.4010.3340)
Build on efforts to encourage residents and businesses to opt in to emergency and community notifications through the Township’s CodeRED phone/text/email service. (No additional cost; included in $5,200 annual maintenance contract for CodeRED in contracted services – 01.4010.3450.)
Collaborate with the Chester County Library and the Exton Chamber of Commerce to welcome new residents and businesses to West Whiteland Township and to inform them of the services offered. (Part of $7,900 for additional mailings in communications 01.4010.3340.)
Explore partnerships with organizations to offer programming that improves community understanding about cultural differences. (Staff time)
Administration
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ADMINISTRATION (Admin, HR, Public Information, Solid Waste, Technology) Proactive community engagement and public outreach
Build on 2019-2020 staff communication training by reinforcing new understanding and habits for all participants and coaching for management-level staff; foster an environment where employees feel valued through role clarification and focusing on staff’s strengths and abilities. (Up to $5,000 for HR consulting in contracted services – 01.4010.3450)
2020 ACCOMPLISHMENTS
Public Information and Communication
1. Hired a public relations consultant to improve the Township’s communication efforts, with a focus on clearer information conveyed in ways that interested residents will find engaging; work included focus groups with residents and businesses to learn current impressions and information sources, which will guide new efforts to inform constituents about Township priorities and seek pertinent feedback. (Up to $10,000 in contracted services – 01.4010.3450)
2. Completed the website redesign to focus on Township initiatives and to roll out an updated look with easy access to pertinent information. (No additional direct cost; included in annual maintenance contract for the website.)
3. Developed e-communication tools for outreach efforts during the pandemic. (Staff time)
4. Increased subscribers to Township social media and e-communication platforms. (staff time)
Social Media Subscribers/Followers Increase over 2019 Constant Contact eNews Over 3,130 + 5 % Next Door Over 4,720 + 26 %
41% of 8,550 Township households from 34 neighborhoods
Facebook Over 2,500 page likes Over 2,615 followers
+ 15 %
5. Designed and published two newsletters for the residents: usual edition focusing on Township
services and an educational newsletter regarding development (to be mailed late in the year). ($18,200 in communications – 01.4010.3340)
Human Resources (all costs are indirect through staff time, unless otherwise indicated)
1. Established health and work-from-home protocols for staff to ensure the continuation of Township services while maximizing staff safety during the pandemic.
2. Organized online trainings in the spring when non-uniformed staff were limited to essential services, including for harassment prevention and cybersecurity.
3. Successfully hired 6 full-time and 1 part-time employees; re-hired 1 seasonal employee to maintain current staffing levels.
4. Implemented an electronic onboarding process for all new hires. (staff time)
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ADMINISTRATION (Admin, HR, Public Information, Solid Waste, Technology)
5. Began the discussion on how to build a more diverse and inclusive organization and uproot systemic racism from the workplace with a facilitated book club discussion. ($2,500 in training for all departments – 01.4010.3422)
6. Identified and improved communication needs among departments and staff in order to boost staff collaboration and teamwork resulting in increased productivity in 2019. Continued in 2020 with role clarification and emphasis on need for documenting standard operating procedures.
7. Updated uniformed employee policies for sick leave and drug and alcohol prevention to ensure a
healthy and positive work environment.
8. Restructured the Community Development Coordinator’s responsibilities to absorb the solid waste duties previously completed by the Purchasing Agent and document the process.
9. Annual contribution to the Chester County Library (moved from Community Contributions “department” to admin department budget in 2020). ($9,500 in 01.4010.3548)
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12/02/2020 10:41 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
Long term disability insurance for all full-time employees. CIGNA is the carrier.2021B - No increase in premium rate.
014010 3156 HEALTH INS 67,020.39 70,500.00 70,500.00 59,274.40 70,300.00 64,000.00 -9.2%
2021B - Includes Medical/Dental/Rx for Admin and BOS. Also includes Fed ACA fee for Patient-Centered Outcomes Research Trust Fund (PCORI) est. $400 - approx. 160 participants.
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12/02/2020 10:41 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014010 3158 LIFE INS 634.24 870.00 870.00 739.85 845.00 1,023.00 17.6%
2021B Term Life Insurance for 3 full-time employees at 1.5 times their salary or a max amount of $100,000. 2020/2021 20% increase, 2019/2020 saw a 25% increase.
Township Solicitor and Labor Counsel2020 budget and projection also includes $6,000 to Cohen Law Group for the renewal of the Verizon Franchise agreement.
Additional newsletter, mailings or other forms of communication w/ residents - $4,000 in 2020; $9,000 in 2021 as part of effort for greater outreach
Redesign of the newsletter to compliment redesigned website: $1,000 in 2021
2 Newsletters (Design, Printing, Mail Prep, and Postage). Mailing to approx. 9,500, which includes residents and businesses - $20,000
Advertisement of Board and Commission meetings, ordinance notices for all Departments except Planning, employment Ads, etc. - $5,000
Misc: $5,000- General Postage, Meter Lease, and Supplies,- eNews, Social Media Boosts, Event Registration,- Photography, Display supplies, Design work, etc.
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12/02/2020 10:41 |West Whiteland Township |P 3kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014010 3351 PROPERTY 2,487.00 2,500.00 2,500.00 2,352.41 2,352.41 2,500.00 .0%
Includes allocated cost of Property, Auto, & Inland Marine
Coverage for General liability, Public officials liability, Employment Practices liability,Law Enforcement liability, and Umbrella liability2021B - 5% decrease in premium for general liability
014010 3420 DUES 5,774.77 7,000.00 7,000.00 5,351.59 5,525.00 5,525.00 -21.1%
West Chester Area Council of Governments (WCACOG) $500Exton Chamber of Commerce $200Chester County of Township Officials (CCATO) $400Pennsylvania State Association of Township Supervisors (PSATS) $1100Chester County Consortium of Managers $400Society of Human Resources Management (SHRM) $200Pennsylvania Municipal League (PML)/ Public Employer Labor Relations Assn Services (PELRAS) $550Association of Pennsylvania Municipal Managers (APMM) $400International City Managers' Association (ICMA) $1,000Pennsylvania State Association of Boroughs (PSABS) Training Only $125Subscriptions - Daily Local, and Philaderlphia Inquirer $200Pennsylvania Association of Notaries (PAN) - $450
Association of Pennsylvania Municipal Management (APMM) including Public EmployerLabor Relations Advisory Service (PELRAS) Conference $2500Society for Human Resource Management (SHRM)Lunch and LearnsHR Seminars and Certification ClassesManagement TrainingChester County Association of Township Officials (CCATO) Fall & Spring Conferences
2021: Training in renewable energy policy/implementation $3000
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12/02/2020 10:41 |West Whiteland Township |P 4kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014010 3424 MEETINGS 1,728.04 2,000.00 2,000.00 1,566.84 2,000.00 2,000.00 .0%
Lunches and supplies for meetings Special Township Events and Meetings
HR Services, including background checks & tests and management of short-term disability incidentsNeighborhood University website, reimbursed by WCACOGGeneral Code ($5,000= 25% of all budgeted Fund 01 General Code expenses. Remaining 75% to Planning)
CodeRed Community Notification System - moved from IT fund ($5,200)
HR consulting services/team development (2020: $10,000; 2021: $5,000)
2020 & 2021 Professional marketing/civic engagement - $10,000
Beginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across the departments under 3531 above.
See Technology Plan for details
639,512.98 638,728.00 638,728.00 526,912.24 583,856.33 613,685.00 TOTAL EXPENSE -3.9%
** END OF REPORT - Generated by Kimerbly Pelcin **
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2021 Budget Executive Summary – Finance Department
The Finance Department is responsible for budgeting, financial planning and forecasting, cash management, monitoring of investments, accounting, procurement, audits and internal controls, debt service, pension administration, OPEB trust administration, and sewer and solid waste billing. West Whiteland taxes – property, earned income, and local services – are collected by a contracted vendor, monitored by the Finance Department and the Chester County Tax Collection Committee.
2021 Township Goals and Department Support Actions
Sound financial planning to keep costs manageable and services reliable
Maintain relationships with the Township’s banks and financial advisor for guidance and trainingrelated to Covid-uncertainties. (Staff time)
Continue the implementation and use of Synopsis forecasting software to assist with budget decisions.($9,500 in 01-4050-3708, detailed in the five-year technology plan for Fund 70)
Simple and effective administrative, operating, and financial processes
Continue to evaluate, automate, improve, and document processes across all Finance functions, witha particular focus on improving uses of digital tools (ex. SharePoint) and reducing unnecessaryredundancy.
Skilled staff with resources, training and encouragement to meet high standards
Promote and encourage continued staff training and participation in professional organizations. Fornew staff, introduce them to opportunities and organizations. (01-4050-3420 and 01-4050-3422)
Professional systems to stay on top of requirements and best practices
Complete research of governmental financial software applications, select an option, and implementa system that will enable more digital processes, increase efficiencies, and be well-organized and intuitive for all levels of users. The Finance Staff’s goal is that any potential new product will be cost-neutral and have budgeted accordingly. ($29,200 in 01-4050-3708, detailed in the five-year technology plan in Fund 70)
Streamlined processes to meet the needs of constituents and co-workers
Enhance in-house processes to best assist and educate internal stakeholders on finance-relatedprocesses and matters.
2020 Finance Department Accomplishments
1. Successfully navigated the uncharted waters of our new work-from-home/pandemic environsand migrated processes to remote work, making many adjustments along the way.
Finance
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2021 Budget Executive Summary – Finance Department
2. Initiated and completed the 2020 bond issuance process to refinance the Township’s 2007 variable rate note and bring stability to the rate, and provide funding for the new Public Works Facility, Exton Park, and Municipal Building capital improvements.
3. Secured a continued Aaa rating (highest available) from Moody’s during the 2020 analyst’s review of the bond issuance.
4. Secured a long-range forecasting software (Synopsis), built-out the history and baselines, and completed training which will allow for ease in forecasting how projects, changing costs, and initiatives will impact future years’ budgets.
5. Completed the department’s Role Clarification Project resulting in clear roles for each member of the department and updated job descriptions.
6. Departmental teamwork. With two resignations in 2020 of experienced personnel and the late 2019 resignation of the previous Director, all members of the Finance staff provided, over the year, much support and assistance to each other and new members of the staff.
7. Successfully onboarded three new employees – Finance Director, Accounts Payable Associate and Purchasing Agent.
8. Researched, selected, and began implementation of a new 457(b) plan for Township employees. Full implementation will be complete by year-end.
9. Reconfigured residential sewer bills to simplify the information and offered mailed installment billing, replacing a costly bill with payment coupons format.
10. Completed and submitted a FEMA/PEMA grant application in an effort to recoup Covid-specific expenses.
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12/02/2020 11:11 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
014050 3156 HEALTH INS 43,585.52 44,500.00 44,500.00 36,798.65 44,380.00 48,800.00 9.7%
2021B - Includes Medical/Dental/Rx. 2021B is higher than 2020 due to personnel changes.
014050 3158 LIFE INS 875.89 1,300.00 1,300.00 1,112.31 1,200.00 1,260.00 -3.1%
2021B Term Life Insurance for 4 full-time employees at 1.5 times their salary or a max amount of $100,000. 2020/2021 20% increase, 2019/2020 saw a 25% increase.
Includes general liability plus premiums on bonds for Treasurer, Tax Collector and allocated share of Public Officers (BOS) and Public Employees.2021B - 5% decrease in premium for general liability
2021: VOIP Telephone System2020: includes cost of eComm telephone software renewal
014050 3420 DUES 939.89 650.00 650.00 538.74 600.00 1,000.00 53.8%
GFOA Natl & State $300; PA Purchasing Association $20; NIGP $190Amazon Prime $121Charitable org registration $202021 Includes Notary fees ~$385 but only every 4 years.
2020P & 2021B - Tax Collection fees for EIT, LST, & Real EstateKeystone commission for LST(1.25%) + CCIU admin, postage, refunds - $11,000Keystone commission for EIT (1.25%) + CCIU admin ($1,175), postage, refunds - $75,000Keystone cost for real estate tax bills - $20,000, including all associated administrative costs
Chester County Tax Collection Committee contract with Keystone for LST and EIT through 2024
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12/02/2020 11:11 |West Whiteland Township |P 3kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014050 3531 T TF 28,000.00 30,000.00 30,000.00 30,000.00 30,000.00 17,174.00 -42.8%
2021B transfer for shared costs of Township wide technology expenses.
Beginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across the departments under 3531 above.
** END OF REPORT - Generated by Kimerbly Pelcin **
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PUBLIC WORKS DEPARTMENT – MUNICIPAL COMPLEX
The Public Works Department maintains the Municipal Complex at 101 Commerce Drive. The Municipal Complex houses all administration, planning, codes, police, finance and public works administrative staff.
Public Works Staffing: 16 FT (3 FT Administration, 12 FT Operators, 1 Mechanic), 1 PT Permanent
2021 INITIATIVES
1. Continue to investigate, evaluate and work toward implementation of energy efficiency measures andprocedures when replacing components and systems in the building to advance our goal of 100%renewable energy by 2050. ($15,000 in 3451)
2. Investigate logistics for additional water meter to isolate water usage from the lawn irrigation systemin an effort to reduce sanitary sewer charges based upon water usage of the building.
3. Sealcoating and line painting the municipal parking lot. ($10,000 in 3450)
2020 ACCOMPLISHMENTS
1. Installed an electric vehicle (EV) charging station in the Municipal Building parking lot. ($22,500 inPublic Service Fund 65) Grant rebate was awarded in the amount of $9,000 for this project.
2. Purchased and installed two picnic tables in the front courtyard for public use. ($3,000 in 3245)
3. Performed extensive maintenance to the stormwater management facilities to ensure proper functioning.
4. Upgraded the Masc security system. ($18,000 in Public Service Fund 65)
5. Upgraded the WattStopper lighting system. ($20,000 in 3450)
6. Installed new high-definition (HD) security cameras and security system to increase safety ofemployees and visitors. ($29,000 in Public Service Fund 65)
7. Responded to the COVID pandemic by scheduling additional weekly cleaning of the TownshipBuilding, which will continue in 2021 as necessary ($8,400 in 3450); coordinated with the County fordeep cleaning of the building following the primary and general elections (paid by the County);maintained miscellaneous supplies for employee health, such as masks and sanitizer.
Public Works - Municipal Complex
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12/02/2020 11:42 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2021B - Moved to utilities 014092.3361.In prior years this line item represented the cost of diesel fuel for the Municipal Building generator. Since the generator is run only during power outages fuel use is minimal.
2021B:- Electric/Gas ($52K)- Telephone ($10K) Includes additional $3K for phone/internet back up internet - Water ($10.5K)- Generator Fuel ($500) Moved from 014092.3232
The Police Department is a state accredited police agency that provides professional police services to all residents, business owners and those visiting the area. A primary goal is to maintain a safe environment for everyone to live, work, shop and enjoy all West Whiteland has to offer. The Department strives to reduce crime and the fear of crime through intelligence-led policing methods, investigations and educating the community on current crime trends that may affect them. Traffic control through education and enforcement to provide safe streets for people to travel by car, bike or foot is also a primary focus.
The Police Department is committed to serving and helping all those who are dealing with addictions, mental health issues, quality of life concerns and any other problem that is brought to our attention. We have developed partnerships and liaisons with many social agencies in the area and we stand ready to assist in any way we can.
2021 TOWNSHIP GOALS & SUPPORTING DEPARTMENT ACTIONS
Professional policing to support a safe community.
To meet the needs of a growing township with an expanding population, additional officers are neededto properly fulfill our duties and responsibilities. The Command Staff is participating in a township-wide staffing analysis that will be presented to the Board for additional personnel considerations overthe next five years. Some considerations include additional sworn officers to better staff our TrafficSafety Unit and Criminal Investigations Unit and part-time civilian personnel to assist with theEvidence and Accreditation functions.
Professional growth through training and education for each officer is extremely important to provideprofessional policing at every level. Each officer represents the Township and the Department at eachinteraction with the public. Each officer must be trained at a high level to properly provide the neededservices with professionalism and pride.
As part of the township’s Clean Energy Plan, the police department is committed to the reduction offuel usage by utilizing hybrid vehicles for patrol use. We currently have two 2020 hybrid Ford ExplorerInterceptors for use in the department’s patrol division. We are budgeting to replace 3 vehicles in 2021with hybrids. ($141,000 for planned replacements in Equipment Fund 50)
Due to the ongoing pandemic, community policing activities have been severely curtailed this year. In2021, the police department hopes to resume programs and activities that will allow us to re-connectwith the general public and continue to build upon existing relationships and build new ones. Officersare able to conduct home and business security assessments, educational forums, Coffee With a Copprograms, vacation checks, station tours for Scouting programs and much more. We welcome anyopportunity to educate constituents about safety tips and available resources.
Professional systems ensuring compliance with laws, regulations and grant requirements
Maintaining PLEAC (Pennsylvania Law Enforcement Accreditation Commission) accreditationthrough the Pennsylvania Chiefs of Police Association.
Police
55
Purchase new automated license plate recognition software for all police vehicles, replacing outdated technology. ($5,400 annual contract included in 3708, detailed in the Technology Plan)
Skilled staff, with appropriate resources, training and encouragement to meet high standards
Maintaining PLEAC (Pennsylvania Law Enforcement Accreditation Commission) accreditation through the Pennsylvania Chiefs of Police Association. This agency will be scheduled for its first PLEAC re-assessment in October of 2021. Searching for documentation to show we are in compliance with current PLEAC standards is a time consuming but important task. PLEAC standards do change and some are added to make sure accredited agencies are following the best practices and more recently; police reforms designed to assist with providing fair and impartial service to all.
Enroll three patrol officers, who have been designated as an Officers-In Charge, in Pennsylvania State University’s POSIT (Police Supervisor In-Service Training) class or a similar first line supervisory training class. (cost of training $2550 total). Enroll one Sergeant to attend POLEX (Police Executive Development) training. Developing future leaders for the department is critical for the organization to sustain a high level of professionalism. (cost of training $1,300)
Streamlined administrative, operating and financial process
Continued use of the various software programs that allow officers to access the department’s records management system, TraCS, JNET, Power DMS, Guardian Tracking, PlanIt Scheduling, Evidence Tracker and MCSAP programs from their police vehicles. This will enhance productivity by allowing officers to complete many of their reports while they remain on patrol and visible in the community. (please see Technology Budget notes for additional information)
2020 ACCOMPLISHMENTS
1. The re-formation of a full-time traffic unit consisting of two officers.
2. Maintaining annual proofs of compliance required for the accreditation process.
3. The successful retirement of Chief Catov after a long and distinguished career.
4. The successful search and acquisition of a new Chief of Police.
5. Implementation of CRIMEWATCH to help provide transparency and keep our citizens informed.
6. Successfully adapted to COVID-19 to continue to provide 24/7 police services while working to keep our officers safe and healthy.
7. Lt. Deceder completed the FBI National Academy
8. Two officers trained as drone pilots for SCAT (systematic cause analysis techniques) and crime scene mapping.
9. The Police Department’s Watch Guard video storage transitioned from a network backup to cloud storage, reducing the annual storage costs by $12,000. ($16,500)
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12/02/2020 12:42 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
Totals include Police Salaries, FICA, OIC, On Call (Detective Pay), Holiday Pay,Longevity and College pay, and Opt out stipend (1 officer). Also includes salary& FICA for two administrative employees.
2020P: Annualized using YTD as of 9/5/20202021B - 2021 Salary & Benefit model. Assume (1) officer to retire early in 2021 and replaced with new hire at 0-6 mos service credit.
014100 3156 HEALTH INS 616,192.88 685,500.00 685,500.00 570,553.81 685,500.00 680,000.00 -.8%
Total healthcare premium costs, township contribution to employee HSA (officers enrolled in High deductible health plan, HRA employee reimbursements (officer enrolled in traditional PPO).
Officers hired after 2006 pay 5% of the annual health insurance premium to the Township.
014100 3158 LIFE 9,000.04 13,150.00 13,150.00 12,545.11 12,100.00 16,100.00 22.4%
2021B Term Life Insurance for 24 officers and 3 command staff for $100,000. Also2 full-time admin staff employees at 1.5 times their salary or a max amount of $100,000. 2020/2021 20% increase, 2019/2020 saw a 25% increase.
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12/02/2020 12:42 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014100 3183 OVERTIME 161,550.60 175,000.00 175,000.00 156,645.88 162,000.00 175,000.00 .0%
The majority of the overtime goes towards maintaining minimum staffing in the patrol squads.2020P - Run rate averages $10,764 per month plus comp time payout.2021B - Based on annual total of 2,000 hrs (2020 annualized) of OT, Court time, Comp over 480, Holiday OT. Does not include special details or DTF.
2021BIncludes PENNDOT details, DUI Checkpoints, and various businesses seeking off-duty officers for security and traffic control. Offset by revenue in 01-3620-9155 (reimbursed OT) and 013540.8350 for Buckle Up and Aggressive DrivingGrants. 2020 - 014100.3184 "Drug OT" moved to 014100.3185. Reimbursable OT from the Chester County DA's Office for drug investigations. Offset by 01-3620-9155. 2020P - Trending lower due to COVID
The contract allows for dry cleaning of 3 shirts and 2 pair pants per week per officer as well as 1 jacket every 6 months per officer. The 2020 price is $3.00 per shirt, $4.50 per pair of pants, and $12.00-15.00 per jacket dependent upon the jacket weight.
Physical exams for 27 officers as per the CBA. Exams performed by Main Line Health at the Exton Square Mall. Includes the physical examination, lab work, vision testing, and EKG for each officer. Officers can also use their Aetna wellness exam and visit a doctor of their choice in lieu of having the exam done at Main Line Health.
014100 3196 NEW HIRE 13,676.77 16,000.00 16,000.00 10,035.08 7,161.42 16,000.00 .0%
As of 8/2020; staff includes 24 officers and 3 command staff: 2021B Two (2) replacement officers due to possible retirements (two officers became eligible for retirement in 2020. One additional officer will be eligible for retirement at the end of 2021). $12,400 - Equipment for possible new hires (uniforms weapons, duty equipment, vest and miscellaneous items). $2,600 - Physical exam, psychological, polygraph, lab fees, and credit check to two replacement officers .
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12/02/2020 12:42 |West Whiteland Township |P 3kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
$1,000 - Advertising for new hires TOTAL: $16,000.00
$800.00 – Miscellaneous equipment for body worn cameras (replacement wires, pouches, etc.)
$4,800.00 – Ballistic vests (replaced every five years). This covers vests for Sergeant Billbrough, Sergeant McCloskey, Detective Buchmann, and Officer Dvorak. In the past we have received up to 50% reimbursement through grants.
$5,600.00 – Upgrade the lighting to three unmarked police vehicles (Chief Benson,Lieutenant Deceder, and Detective Pezick). The current limited lighting creates a safety risk while responding to and while on scene of an emergency. In 2020, we upgraded the lighting to two other unmarked police vehicles (Captain Herkner and Sergeant Madormo). SUBTOTAL: $13,100
The following is also included but the Crime Prevention (Fund 95) will directly fund these expenses: - $600.00 – Bicycle related expenses (front lighting for special details like Community Day and new nylon duty gear for the bicycle officers) - $1,500.00 – Crime prevention and child safety seat supplies. - $1,000.00 – Community Event Items (additional signs with inserts and other items needed for community events).
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12/02/2020 12:42 |West Whiteland Township |P 4kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014100 3213 E1 FIREARMS 13,518.16 16,880.00 16,880.00 11,878.63 16,880.00 19,730.00 16.9%
2021BFIREARMS (A) AMMUNITION $2,400.00 - Ammunition - Federal 147 gr 9mm caliber FMJ training (12 cases) $600.00 - Ammunition - Federal 147 gr 9mm caliber HST duty (2 cases) $2,400.00 - Ammunition - Federal 55 grain, .225 caliber FMJ training (16 cases) $500.00 – Ammunition - Federal 55 grain, .225 caliber BTHP duty (2 cases) $300.00 - Force on Force marking cartridges - 9mm (1 case) $350.00 - Force on Force marking cartridges - 5.56 (1 case) $300.00 - Force on Force marking cartridges - 9mm blank rounds (1 case) (A) SUB-TOTAL AMMUNITION: $6,850.00 (B) REPLACEMENT RIFLES (Due to the service life of the current rifles, we are planning to start to replace them. Our plan is to replace them over the next several years as opposed to purchasing twenty-five rifles during one budget year.
$3,200.00 – Four (4) Sons of Liberty Gun Works AR15 (10.5" Barrel, MagPul BUS) -$1,200.00 - Old AR15 trade in value to Officer Store $900.00 - HoloSun or similar micro dual recital optic (sights) for the four (4) new AR15 rifles $1,500.00 – GemTech or similar direct thread suppressors for the four (4) new AR15 rifles. (B) SUB-TOTAL REPLACEMENT RIFLES: $4,400.00 (C) MISCELLANEOUS FIREARMS RELATED EXPENSES $100.00 - 123A lithium batteries (patrol rifle and pistol lights) $400.00 - Glock pistol magazines $150.00 - Magpull AR15 magazines $450.00 - Weapon cleaning and maintenance Supplies
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12/02/2020 12:42 |West Whiteland Township |P 5kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
$300.00 – Targets (C) SUB-TOTAL MISCELLANEOUS FIREARMS RELATED EXPENSES: $1,400.00 TOTAL FIREARMS RELATED (A), (B), & (C): $12,650.00 LESS LETHAL $1,800.00 - Sixty (60) training and six (6) live cartridges per contract with Axon $650.00 – Nine (9) tactical style Taser batteries $350.00 – Four (4) extended Taser batteries (spare cartridge) $700.00 - Twenty-two (22) 5 round boxes- Def Tech 12 Ga LL rounds for mandatory recerts $80.00 – Six (6) cans of Defense Technology inert OC for training $300.00 - Training targets for 12 Ga and Taser recerts $2,500.00 – Two (2) Taser X26P units $700.00 - Extended Warranty for the two new Tasers SUB-TOTAL LESS LETHAL: $7,080.00 TOTAL FIREARMS & LESS LETHAL: $19,730.00
2021B$15,000.00 – Yearly West Chester Emergency Response Team fees and equipment (costs fluctuate every year; however, every year we budget a $10,000.00 base). Increased the amount in anticipation on adding additional officers to the tactical and negotiator sides of the team. Also, planning to send Sergeant Madormo to the negotiator yearly training in Maryland based upon his new role with the team.
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12/02/2020 12:42 |West Whiteland Township |P 6kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014100 3231 GASOLINE 39,699.96 42,000.00 42,000.00 23,693.09 35,000.00 37,000.00 -11.9%
2021B Assume 23,000 gallons @ $1.60/gallon. Township is exempt from State & Federal taxes.
2021B: $13,500.00 - Uniform items (uniform allowance) for 27 officers ($500.00 per officer). This is for purchasing replacement equipment, uniforms, etc. for officers.
2021B$800.00 – Annual 3Si tracker fee (this is a GPS tracker. It is currently used inthe speed sign; however, it is also used to track items pursuant to a criminal investigation such as stolen property during a decoy sting). $300.00 – NIK drug identification kits $850.00 – Towing related to seizing vehicles and investigations. $250.00 – Evidence tape (must be purchased in batches of 9) $1,000.00 – Evidence collection supplies $250.00 – Investigative (confidential informant) funds $50.00 – Cannon wireless printer ink TOTAL: $3,500.00
2021B$2,500 - First-aid, CPR, AED, and medical cabinets supply $675 - Intoxilyzer 9000 (DUI breath testing machine) warranty $400 - Intoxilyzer 9000 supplies (certified premix solution, mouth pieces, etc) $350 - Portable Breath Testing (PBT) supplies $700 - Police trading cards (transfers from Fund 95) $10,000 - Constable prisoner transport (use approved constables to transport
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12/02/2020 12:42 |West Whiteland Township |P 7kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
prisoners to keep the patrol officers on the street; increased from $6K to $10K in 2020 bc increased use) $150 - Prisoner food (feed prisoners as required when they are temporarily housedat the police department due to an arrest) $1,850 - LEADS Online access (detectives) $3,000 – CLEAN access with the Real Time Arrest & Incarceration feature (detectives and sergeants) $1,200 – Window tinting for the unmarked police sedans $700 – Hearing Conservation & Blood Lead Testing for all firearms instructors andERT members (5) – recommended by DVIT during the risk assessment $1,500 – “Frisking” gloves for all officers – recommended by DVIT during the riskassessment $2,000 – Miscellaneous cleaning supplies and equipment related to COVID-19 (gloves, sanitizer, masks, etc.)
2021BRepair of miscellaneous police equipment (i.e. ENRADD, sign board repairs, lighting and police equipment in vehicles, portable and mobile radios).
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12/02/2020 12:42 |West Whiteland Township |P 8kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014100 3420 DUES 1,550.00 3,000.00 3,000.00 1,460.00 2,000.00 2,000.00 -33.3%
Periodicals, professional organization dues, MACGLOGLEN membership, etc.
2021B - Includes 2020 training that was cancelled due to COVID-19 restrictions (A) INSTRUCTOR RECERTIFICATION TRAINING $450 - OC and Specialty Impact Munitions (SIMS) for one officer. 2-day course and the officer expires in 2020. $160 – Meal reimbursement for officer attending the OC and Specialty Impact Munitions (SIMS) course (2 days) $350 – Possible hotel stay for the OC and Specialty Impact Munitions (SIMS) course (2 days) $1,000 - Expandable baton training for three officers. 2-day course and the officers expire in 2020. $360 – Meal reimbursement for officers attending the expandable baton training (2days) $650 – Possible hotel stay for the expandable baton training (2 days) $200 - Defense Technology Use of Force Instructor training for Sergeant Evans $60 – Meal reimbursement for the Defense Technology Use of Force Instructor training $150 - Possible hotel stay for the Defense Technology Use of Force Instructor training (1 day) $300 – Glock Armorers course for Sergeant Madormo. Certification needs to be renewed SUBTOTAL (A) INSTRUCTOR RECERTIFICATION TRAINING: $3,680 (B) SYSTEM ADMINISTRATION TRAINING $300 – CODY Connect 2021 for the three CODY administrators $1,575 – CODY Connect 2021 hotel rooms (three for three nights at $175 per night)
$540 – Meal reimbursement for CODY Connect 2021 $1,000 – Lodging for the mandatory spring and winter JNET & CLEAN training for the two JNET & CLEAN TAC officers $240 - Meal reimbursement for mandatory spring and winter JNET training
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12/02/2020 12:42 |West Whiteland Township |P 9kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
$1,000 – Yearly PA Chiefs of Police Accreditation conference and training for two(2) officers SUBTOTAL (B) SYSTEM ADMINISTRATION TRAINING: $4,655 (C) SUPERVISORY TRAINING $1,500 – Penn State Police Supervisory In-Service Training (POSIT) for two officers $685 – Lodging and meal reimbursement for POSIT course $1,200 – Yearly FBI National Academy Eastern PA training for two (2) officers SUBTOTAL SUPERVISORY TRAINING: $3,385 (D) ADDITIONAL TRAINING $1,500 - Chester County Public Safety Campus Fees $1,600 – Tactical Patrol & Warrant training for six (6) officers. This replaces the Street Survival training $3,000 – Motor Carrier Safety Assistant Program (MCSAP) training for one (1) officer $2,200 – Yearly PA DUI Association conference and training for two officers $1,500 – Assorted refresher and remedial training as needed $1,400 – Police Bicyclist certification course for four (4) officers $1,000 – Forensic video training SUBTOTAL ADDITIONAL TRAINING: $12,200 Other: College reimbursement per CBA, misc. training
2021B$1,000 - Yearly accreditation fee $1,500 - Addition funds to unexpected expenses related to PLEAC accreditation needs. $11,000 - SPCA (Includes contract and services for recovered animals) $1,500 - All Traffic Solutions equipment Management contract (Dept's. large traffic sign board. Allow mobile access and tracking of device from station) $4,600 - 2021 speed timing device calibrations (includes $150.00 on-site fee per calibration)
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12/02/2020 12:42 |West Whiteland Township |P 10kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2020P & 2021B: ALLOCATION of Fleet expenses to each Department. No direct expenses booked in this line item. See Fleet and Tech Expenses spreadsheet for calculations. Allocation % is based on insured vehicle value. Police = 30%
BBeginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across the departments under 3531 above.
See Technology Plan for details
6,002,162.97
6,313,065.00
6,313,065.00
5,450,657.13
5,772,910.83
6,249,617.00 TOTAL EXPENSE
-1.0%
** END OF REPORT - Generated by Kimerbly Pelcin **
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FIRE AND EMS
The Township is responsible for ensuring that fire and emergency medical services are provided in West Whiteland. The West Whiteland Fire Company provides fire protection. Uwchlan Ambulance Corps provides EMS services in the northern 2/3 of the township, where approximately 80% of ambulance calls originate; Good Fellowship Ambulance Club provides EMS services in the southern 1/3 and responds to approximately 20% of WWT ambulance calls. EMS services consists of both Basic Life Support (EMTs) and Advance Life Support (paramedics).
2021 Highlights
The Township worked with Uwchlan Ambulance to explore including space in the new PublicWorks Facility for a satellite location for ambulance bays. UAC concluded the option was tooexpensive and is working with West Whiteland Fire Company on finding space for an additionalambulance.
After reviewing the West Whiteland Fire Company’s latest equipment replacement plan, Townshipstaff determined that the annual contribution from the township can be reduced by $10,000 in 2021and beyond. With this annual contribution, the Township will be able to make its commitments tothe fire company for vehicles and equipment for the next decade.
2020 Accomplishments
The report commissioned by the Chester County Department of Emergency Services, ChesterCounty Fire Chiefs Association, Chester County Emergency Medical Services Council, Inc. andthe Chester County Fire Police Association addressing future countywide fire protection andEmergency Medical Services (EMS) concerns was completed. A steering committee of county-wide agencies, including CCATO and the Chester County Consortium of Managers, along withreps from the organizations that commissioned the report, is forming to work on implementationof the recommendations.
Contributions to the two ambulance companies were accounted for in a separate “department” forcommunity contributions. In the 2020 budget, they were moved to the Fire (and now EMS) budget.
The Fire Company acquired a brush truck.
Fire and EMS
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12/02/2020 12:47 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
Annual Twp funding for WWFC vehicles (See Fund 55).
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12/02/2020 12:47 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014110 3905 FC RELIEF 166,474.94 166,500.00 166,500.00 167,108.01 167,108.01 167,108.00 .4%
2021B: Pased on 2020 actual.
State pass-through funding to fire company relief fund - sourced from the 2% Foreign Fire Tax (2% of fire insurance premiums sold in PA by insurers outside ofPA). 100% offset by revenue.
539,661.55 559,900.00 559,900.00 532,562.52 533,139.79 523,319.00 TOTAL EXPENSE -6.5%
** END OF REPORT - Generated by Kimerbly Pelcin **
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CODES / PERMITS
The Codes Administration Department is responsible for the administration of the Township’s building construction regulations, including zoning reviews, and use and occupancy permits; fire prevention inspections of commercial and residential rental properties; emergency management coordination; and enforcement of other non-police codes.
Staffing: 4 FT
Boards: WCACOG Joint Building Code Appeals Board (5 members, 1 alternate – 1 rep from WWT)
2021 TOWNSHIP GOALS & SUPPORTING DEPARTMENT ACTIONS
Maintaining public safety
Professionally enforced codes to ensure safe buildings and attractive neighborhoods
Continue use of third-party building inspectors and code enforcement (Barry Isett & Associates)due to the large volume of construction and staff vacancies. ($20,000 in 01-4130-3450 – ContractedServices)
As needed, use the Township Engineer (SSM) more for site inspections currently performed bystaff. (Reimbursable cost by applicants, no costs in the budget.)
Revise the Township Rental Property Ordinance to more efficiently and effectively ensure thesafety of non-owner-occupied dwellings. (Administrative costs for all ordinance amendments(except zoning) included in the Admin Department’s contracted services.)
Coordinated emergency planning and training
Update the Township’s Emergency Operations Plan and organize training. (Staff time frommultiple departments, with Codes staff coordinating the effort; no direct costs in the budget.)
Delivering reliable administrative services
• Professional systems to stay on top of requirements and best practices
Consider Insurance Services Office (ISO) recommendations that could improve the Township’scurrent Building Code Effectiveness Grading Schedule (BCEGS) rating; a lower (and thereforebetter) rating for the Township can lead to lower insurance premiums for proprety owners. (Stafftime, no direct costs in the budget.)
• Skilled staff, with resources, training and encouragement to meet high standards
Train administrative staff to conduct zoning reviews and, inspections to improve efficiency. (Stafftime, no direct costs in the budget.)
Plan for and complete training for required continued education units to maintain PA Dept of Laborand Industry certifications for building inspectors and obtain additional L&I certifications forinspectors to enhance department capacities. ($2,000 included in the department’s training budget– 01-4130-3422.)
Codes and Permits
70
CODES / PERMITS
Cross-train inspectors to ensure consistency in enforcement and standards. (Staff time, no direct costs in the budget.)
• Streamlined processes to meet the needs of constituents and co-workers
Continue to refine the permitting GIS and database to increase efficiency; provide further service features to allow for additional electronic permit submissions, online payments, improved reporting and electronic document storage. (Part of the $20,000 in the Technology Fund 70 for consulting for software improvements.) Support the permit software improvements by adding fillable forms and clearer guidance on the Codes Page on the Township website. (Staff time, no direct costs in the budget.)
2020 CODES ACCOMPLISHMENTS
1. The Codes Administration Department worked hard to fulfill all public requests for service during the COVID-19 crisis, maintaining regular communication and adjusting processes as conditions changed. Throughout the spring lockdown when the Township Building was closed and staff was working remotely, a system was developed to receive and review building permit applications so that contractors would be ready to work and property owners’ projects could proceed as soon as construction was allowed to resume. Since then, staff has managed permit review and inspections as requested while minimally staffed.
2. Barry Isett & Associates continued to supplement staff for permit reviews and inspections due to the large volume of construction and staff vacancies that were not filled due to the uncertainty created by COVID-19.
3. The Code Administration Department achieved an ISO rating of 4 for residential permitting and inspections and 3 for commercial permitting and inspections, which is a high rating and results in lower insurance premiums for property owners.
4. Minor enhancements were made to the Traisr permitting software to improve permit issuance and reporting.
5. The Residential Building Code was revised to allow for residents to deactivate fire sprinkler systems meeting a criteria that could potentially lead to catastrophic failure if otherwise left in service, thereby minimizing unnecessary property loss.
6. Codes staff conducted inspections of businesses and residential rental properties as requested.
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12/02/2020 12:53 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
014130 3156 HEALTH INS 70,635.84 76,700.00 76,700.00 60,241.44 76,500.00 74,000.00 -3.5%
Includes Medical/Dental/Rx.
014130 3158 LIFE 991.83 1,600.00 1,600.00 1,272.55 1,400.00 1,905.00 19.1%
2021B Term Life Insurance for 4 full-time employees at 1.5 times their salary or a max amount of $100,000. 2020/2021 20% increase, 2019/2020 saw a 25% increase.
Includes office supplies, envelopes, copy paper, postage machine supplies, business cards, safety kits
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12/02/2020 12:53 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014130 3231 GASOLINE 1,885.94 2,000.00 2,000.00 462.02 700.00 1,300.00 -35.0%
2020P Gasoline use running low2021B More closely related to 2019 levels of gasoline use and cost per gallon continues to be lower.Assume 800 gallons @ $1.60/gallon. Township is exempt from State & Federal taxes.
General SuppliesReference and code books ($700) and NFPA standards subscription renewal ($1575)Equipment and apparel for inspectors such as boots, Township shirts, hand tools, etc. ($500)Court costs, filing fees, printing forms ($500)
Pass through fee paid to Dept of Labor & Industrial ($4.50 per construction permit issued).
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12/02/2020 12:53 |West Whiteland Township |P 3kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014130 3420 DUES 220.00 250.00 250.00 85.00 250.00 250.00 .0%
2020P & 2021B: ALLOCATION of Fleet expenses to each Departments. No direct expenses should be booked in this line item. Actuals will equal the budgeted amount exactly.See Fleet and Tech Expenses spreadsheet for calculations. Allocation % is based on insured vehicle value. Codes = 2%.
Beginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across the departments under 3531 above.
See Technology Plan for details
868,592.18 748,813.00 748,813.00 495,438.92 653,046.02 715,838.00 TOTAL EXPENSE -4.4%
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PLANNING AND ZONING
1
The Planning & Zoning Department is responsible for the administration of development regulations including supervision of the land development review and approval process; interpretation of the Zoning Ordinance; and support for the Historical Commission, Planning Commission, and Zoning Hearing Board.
2021 TOWNSHIP GOALS & SUPPORTING DEPARTMENT ACTIONS
Strengthening community resilience and connections
Zoning to support family-friendly neighborhoods.
Continue to revise the Township Zoning Ordinance and Map to enable appropriate residentialoptions and related road improvements throughout the Township.
Look for ways to support households where work-from-home and/or school-from-home maybecome the new normal.
Planning and projects for multi-modal transportation connections
Continue to implement the Bicycle & Pedestrian Plan through co-operative efforts with developersand other agencies, particularly in regard to the Chester Valley Trail Extension (in concert with thedevelopment at Lincoln Hwy. and Ship Rd.) and connections within the Town Center area.
Continue working with SEPTA, PennDOT, the Chester County Planning Commission, and otherofficials to improve mass transit, particularly related to access, service, and facilities at the trainstations and coordination of train and bus schedules; continue to advocate for expanded trainservice.
Convene and meet regularly with a focus group of stakeholders to promote implementation of therecommendations of the Pottstown Pike Congestion Mitigation Feasibility Study.
Historic preservation to deepen community identity.
Complete a comprehensive update to “History of West Whiteland” using grant funding, donationsto the Historical Commission, and an allocation from the Township general fund.
Recognize individuals and agencies who are preserving, maintaining, and adaptively re-usinghistoric structures.
Promote adaptive re-use of historic structures through development regulations.
Fostering a sense of place around Exton Crossroads
Using “Development by Design” to build a vision for Exton Crossroads’ evolving look and feel.
Use the report from the Urban Land Institute Technical Assistance Panel to start public dialogueabout the future of Exton Crossroads and develop an implementation strategy.
Promote the “Development by Design” brand as a means of keeping residents and businessesinformed about development under construction, development projects under review, land usepolicies, and planning initiatives.
Planning and Zoning
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PLANNING AND ZONING
2
Zoning to encourage vibrant mixed-use redevelopment around the Exton Crossroads.
Foster working relationships with the principal land owners and stakeholders in the Crossroads area to facilitate the creation of regulations that promote our vision while remaining supportive of the stakeholders’ interests.
Work with Planning Commission on review of parking standards, with goal of amending the off-street parking requirements in the Zoning Ordinance.
Delivering reliable administrative services
Proactive community engagement and public outreach.
When conditions allow, resume hosting of open houses at the Township Building and development of a planning and development “road show” for Staff to present to neighborhood organizations, homeowners’ associations, business groups, and other interested parties willing to host us; consider virtual meetings in the interim.
Streamlined processes to meet the needs of constituents and co-workers
Continue work started in 2020 to amend plan submission requirements, review processes, and design standards in the Zoning Ordinance and Subdivision and Land Development Ordinance for consistency, simplicity, and usefulness.
2020 ACCOMPLISHMENTS
1. Amendments to Article IV of the Township Subdivision and Land Development Ordinance to
update and clarify the open space requirements for new developments; amendment adopted by the Board on January 22, 2020.
2. Amendments to Articles II and IV of the Township Zoning Ordinance to update the regulations of the Town Center Zoning District, including adding a requirement for a Master Plan for the development of tracts of ten or more acres. Amendment adopted by the Board on April 22, 2020.
3. Amendments to Articles V and X of the Township Zoning Ordinance to allow the provisions of the IN Institutional overlay district to be applied to the NC Neighborhood Commercial zoning district; amendment adopted by the Board on October 14, 2020.
4. Administered and directed the process of comprehensively updating the “History of West Whiteland” by Commonwealth Heritage Group, an effort funded in part by a $27,500 grant from the Vision Partnership Program of the Chester County Planning Commission. This project will be completed during 2021.
5. Participated in the process to update the Township website. The Department intends to provide visitors to the website with simple, intuitive access to development projects under review and under construction in the Township and to promote understanding of the planning process and the “Development by Design” Vision Partnership Program of the Chester County Planning Commission for principal funding.
6. Contracted with the Philadelphia Chapter of the Urban Land Institute to convene a Technical Assistance Panel (TAP) on the topic of planning for the future of the Exton Crossroads area. The TAP is an intense three-day workshop by a select group of the ULI membership to gather information, interview community stakeholders, and produce specific recommendations for the community. The TAP met (both virtually and in-person) on October 21-23, 2020.
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PLANNING AND ZONING
3
7. Met with various developers and property owners to discuss possible new projects. The most significant of these included the Exton Square Mall site, the undeveloped portion of the Valley Creek Corporate Center, and the former Weston Solutions campus on King Rd.
8. Co-ordinated with the Census Bureau and Chester County to facilitate the enumeration process in the Township for the decennial U.S. census.
9. Maintained planning skills and professional certification (AICP) by virtually attending the annual conference of the Pennsylvania chapter of the American Planning Association in October.
10. Provided administrative support to the Historical Commission, Planning Commission, and Zoning Hearing Board.
11. Administered the review and approval process for numerous subdivision, land development, and conditional use applications. Final plan approval was granted for projects representing over 320 dwelling units and a 113,000 sq.ft. expansion to a light industrial building in the Oaklands Corporate Center.
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12/02/2020 12:57 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
Each of the 3 members of the Zoning Hearing Board receives $10 per hearing, paid as a lump sum at the end of the year. Hearings are generally scheduled for the last Thursday of every month; four hearings scheduled for 2020 were not held since there were no applications.
014140 3156 HEALTH INS 39,534.46 38,500.00 38,500.00 30,814.16 38,400.00 36,000.00 -6.5%
Includes Medical/Dental/Rx.
014140 3158 LIFE 657.28 950.00 950.00 872.94 900.00 1,115.00 17.4%
2021B Term Life Insurance for 2 full-time employees at 1.5 times their salary or a max amount of $100,000. 2020/2021 20% increase, 2019/2020 saw a 25% increase.
Includes items such as Tyvek envelopes for mailing plans, standard business envelopes, copy paper, postage machine supplies, and business cards.
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12/02/2020 12:57 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014140 3245 GEN SUPPLY .00 3,000.00 3,000.00 44.85 1,200.00 3,000.00 .0%
Category created in 2020 as combination of three previous categories: Artifact Preservation ($1,500), Meeting Expenses ($500), and Plaques & Awards ($1,000).
Contingency and special projects not anticipated at this time. Most engineering invoices are passed onto another party pursuant to a reimbursement agreement; expenditures for anticipated special projects are included in line item 3450, Contracted Services.
Zoning Hearing Board solicitorTownship Solicitor for ordinance amendments and development issues. 2020-21: Includes special counsel for the Planning Commission
2020 expenses higher than anticipated due to a couple extensive ZHB hearings.
Fee for court reporter required for formal hearings of the Zoning Hearing Board and for hearings related to conditional use applications and ordinance amendmentsbefore the Board of Supervisors.
2020 budget anticipated $10,000 for advertising and $2,000 for printing and postage; category also includes costs associated with the Planning & Zoning portion of the Township website. Expect costs to be lower than projected due principally to lower than anticipated advertising costs. Similar expenditures anticipated for 2021.
12/02/2020 12:57 |West Whiteland Township |P 3kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014140 3420 DUES 2,638.00 3,000.00 3,000.00 2,625.30 3,000.00 3,000.00 .0%
Dues for Director and Township Planner for membership in the American Planning Ass'n (APA) and the American Institute of Certified Planners (AICP); also APA dues for the Planning Commission members. Includes Township membership in the Transportation Management Ass'n of Chester County (TMACC), and memberships for the Township Historical Commission in the Chester County Historical Society and Chester County Historic Preservation Network.
The Director and the Township Planner attend the annual conference of the APA's Pennsylvania chapter every year. 2020 expenses will be lower than budgeted since most conferences this year were either cancelled or held online. 2021 request assumes that in-person conferences will resume and includes state chapter conference for 2 ($2,000, location TBD), and $1,000 allowance to attend smaller local workshops and training opportunities, as well as for books, journals, and pertinent reference materials.
The Director typically attends the national conference of the American Planning Association in odd-numbered years, but will not in 2021. ($3K cost not budgeted in 2020 or requested in 2021.) Conference expense will be considered in 2022, depending on the economy.
2020+ Moved Plaques & Awards (3470 $1200), Meeting Expenses (3424 $500) & Artifacts (3209 $1500) into General Supplies (3245) to be consistent with other departments.
2019 - Cultural & Historical (014510) merged with Planning (014140).
Cost of hosting reception for Historic Preservation Awards recipients and other expenses associated with meetings
$52,000 for update to "History of West Whiteland"- $27,500 to be reimbursed by grant from the County's Vision Partnership Program- $8,000 from the General Fund- $19,000 from the historical bequest fund2020P: $20K; 2021B: $32K
2020P: $17,500 for the ULI Technical Assistance Panel project 2019 - Cultural & Historical (014510) merged with Planning (014140).
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12/02/2020 12:57 |West Whiteland Township |P 4kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014140 3470 PLAQUES 886.18 .00 .00 .00 .00 .00 .0%
2020+ Moved Plaques & Awards (3470 $1200), Meeting Expenses (3424 $500) & Artifacts (3209 $1500) into General Supplies (3245) to be consistent with other departments.
2019 - Cultural & Historical (014150) merged with Planning (014140).
Beginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across the departments under 3531 above.
See Technology Plan for details
347,396.22 404,303.00 404,303.00 334,382.58 360,800.40 373,781.00 TOTAL EXPENSE
-7.5%
** END OF REPORT - Generated by Kimerbly Pelcin **
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PUBLIC WORKS DEPARTMENT – ROADWAYS & STORMWATER (Roads & Fleet / Liquid Fuels Fund Budgets)
The Public Works Department maintains 67 miles of Township roads and related infrastructure, which includes cleaning storm sewers, sealing and paving streets, removing fallen trees from roads, clearing rights-of-way, repairing potholes and curbs, clearing snow and ice, traffic signal maintenance, sign maintenance/replacement, and maintaining Township vehicles and equipment.
Public Works Staffing: 16 FT (3 FT Administration, 12 FT Operators, 1 Mechanic), 1 PT Permanent, 1 PT Seasonal for repair and maintenance of parks, roads, sewer and buildings.
2021 TOWNSHIP GOALS & SUPPORTING DEPARTMENT ACTIONS
Well-maintained local roads, sewer system and stormwater management infrastructure
Rehabilitate and pave six roads and perform maintenance repairs throughout the Township toprevent potholes and maintain roads. ($350,000, Liquid Fuels Fund 35)
Construct drainage improvements along Quail Run Road to capture excessive stormwater runoff,improve roadside safety and minimize impacts to downstream landowners. ($5,000, Liquid FuelsFund 35)
Complete the rehabilitation of the second crosswalk on Sunrise Boulevard to improve pedestrianand roadside safety. (Staff time, existing supplies)
Purchase replacement dump truck. ($170,000 in Liquid Fuels Fund 35)
Purchase 2 replacement trailers ($49,000 in Equipment Replacement Fund 50)
Professional systems ensuring compliance with laws, regulations and grant requirements
Respond to comments from DEP to complete the permit renewal process and obtain NPDESstormwater discharge permit for West Whiteland’s Municipal Separate Storm Sewer System(MS4), followed by implementation of the accompanying Pollutant Reduction Plan. ($30,000 forengineering services in 01 4300 3306)
Design and construct a stormwater basin retrofit funded entirely by the DEP WatershedRestoration and Stormwater Management grant. The stormwater basin retrofit is an element of theTownship’s MS4 Pollutant Reduction Plan. ($223,00, Public Service Fund 65)
Comply with the five-year NPDES permit through supplementary mapping of stormwaterfeatures in the Township, development and implementation of stormwater management plans forTownship facilities and enhanced public outreach of stormwater best practices to help provideclean water and improved natural resources.
Skilled staff, with appropriate resources, training and encouragement to meet high standards
Promote and support staff training and coordination to provide for a higher level of maintenanceof Township roadways and infrastructure, eventually evaluating whether service improvementsand cost savings would be achieved by doing more work in-house.
Pubic Works - Roads
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PUBLIC WORKS DEPARTMENT – ROADWAYS & STORMWATER (Roads & Fleet / Liquid Fuels Fund Budgets)
Simple and effective administrative, operating and financial processes
Develop a cost-effective plan for a new Public Works facility, which will accommodate vehicle and equipment storage, as well as provide maintenance and repair areas. The new facility would consolidate three work/storage locations into one comprehensive location, allowing for more effective sharing of resources and equipment. (Total est. cost: $9M; $5,500,000, Public Services Fund 65 in 2021)
Continue to implement the new GIS platform (Traisr) to organize and quickly access infrastructure data, create work orders, and generate permits.
2020 ROADWAYS & STORMWATER ACCOMPLISHMENTS
Roadways
1. Completed rehabilitation of the main crosswalk on Sunrise Boulevard to improve pedestrian and roadside safety, as well as enhance neighborhood aesthetics. (Staff time, existing supplies)
2. Purchased a new skid steer loader and trailers to replace aging equipment. ($72,600 in Equipment Replacement Fund 50)
3. Updated the five-year road maintenance plan to identify roads in need of repair and strategically schedule paving to maximize pavement life, coordinate with underground utility owners for repairs prior to road paving and allow staff to perform the necessary prep work a year in advance.
4. Through coordination with Aqua, Gary Terrace and Hunter Lane were repaved at a reduced cost to Township taxpayers.
5. Attended public meetings, field reviews and training sessions to advocate for solutions to resident concerns resulting from Sunoco pipeline construction.
6. Continued coordination with PennDOT for the implementation of two Green Light Go grants funding upgrades to the traffic signal at Ship & Swedesford Roads and adding backup connections to signals for use during power outages.
7. Worked with the traffic engineer (Traffic Planning and Design), signal maintenance contractor (Signal Service) and PennDOT representatives to implement traffic signal modifications and adjustments to improve traffic flow and pedestrian accommodations.
Stormwater
1. Purchased a new mini excavator to address stormwater related improvements and repairs, and complete more diverse in-house projects in a more cost effective and efficient manner. ($64,700 in Equipment Replacement Fund 50)
2. Addressed first round of comments and submitted updated mapping in the ongoing effort to renew the Township’s MS4 NPDES permit from DEP.
3. Constructed drainage improvements along Oriole Drive to reduce roadside erosion, improve roadside safety and minimize sedimentation in stormwater.
Staff/Administration
1. Hired 1 full-time employee to fill vacancy to maintain roads, parks and sewer infrastructure.
2. Continued refinement of a space analysis for a new Public Works facility. ($200,000 in Public Services Fund 65)
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12/02/2020 13:05 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2021 Budget: 5 full-time employees for Roads, 1 full-time mechanic, 3 administrative employees (split with fund 02),1 part-time employee FICA is included.
014300 3156 HEALTH INS 71,350.79 77,500.00 77,500.00 60,347.28 77,300.00 95,500.00 23.2%
Includes Medical/Dental/Rx.
2021B - additional increase in budgeted is due to reallocation of personnel with Highways (014300), Parks (014520), & Sewer (024290).
014300 3158 LIFE 1,911.11 3,000.00 3,000.00 2,635.54 2,750.00 3,500.00 16.7%
2021B Term Life Insurance for 8 full-time employees at 1.5 times their salary or a max amount of $100,000. 2020/2021 20% increase, 2019/2020 saw a 25% increase.
2020P Gasoline use running low2021B More closely related to 2019 levels of gasoline use and cost per gallon continues to be lower.Assume 900 gallons @ $1.60/gallon.
On average the Township uses approximately 17,000 gallons of diesel that is splitbetween Highways @ 60% of use, Parks @ 19% of use, and sewer @ 21% of use.
2020P - Larger snow removal vehicles use the majority of the diesel fuel therefore, expenses are running below budget due to mild snow seasons2021B - Anticipate a return to more normal winters and a greater need for roadwaysnow removal.
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12/02/2020 13:05 |West Whiteland Township |P 3kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014300 3245 GEN SUPPLY 15,914.14 30,000.00 30,000.00 22,967.58 20,000.00 30,000.00 .0%
Truck chains, tarps, etc.Stone, top soil, seed, sod, strawBarricades, acetylene/oxygen, wood, hardware items, paints, paint supplies, chemicalsFood for training, meals and rooms during emergenciesAED suppliesSmall EquipmentSafety equipment, misc hand tools, tarps, saw blades, etc.Fire extinguisher inspection, small equipment, backflow preventer testing Signs/Posts - hot tape thermal plastic markings (in-house) or paint signs, posts,stubs, repairs, and replacement
Repair & Maint Supplies - Filters, brakes, brake line hoses, brake drum, rotors, fuel additives, degreaser solvents, sealants, oil dry, rags, 2-cycle oil, belts,bulbs, tires, grease, lubricants, antifreeze, transmission and washer fluids, motor oil, hydraulic oil, transmission fluid, wax, etc. and waste product disposal (Safety Kleen) Off road equipment, motor oil, hydraulic oil, hoses, steel, welding rods, plates,and other consumablesSmall Tools - Misc. tools, specialty tools for new equipment and vehicles Repairs on Equipment - Repairs to lift jack, air compressor, air guns, etc. Public Works Garage cleaning supplies, hand cleaner, paper towels, high pressure soap for salt trucks, etc.Equipment Repairs - loader, backhoe, PW equipment, emergency service/misc unknownWhite Glove Car Wash - 4 vehicles, 15 washes per vehicle ($360)
Expenses for renewing and complying with NPDES permit from DEPIncludes dues for Christiana Watershed Partnership & Brandywine Red Clay Alliance2019-21: Most expenses for renewing NPDES permit
2020P and 2021B:- NPDES comments received 9/30/2019- Additional effort than anticipated for engineering services to complete GIS mapping addressing DEP's comments- Twp responded to DEP comments March 2020; awaiting DEP response
FUnding for Pollutant Reduction Plan engineering/construction projects is in Public Service (Fund 65), pending approval of the NPDES permit.
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12/02/2020 13:05 |West Whiteland Township |P 4kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014300 3313 ENGINEERIN 11,560.55 15,000.00 15,000.00 10,283.00 10,000.00 15,000.00 .0%
General Needs (TPD and SSM)Optimize traffic signals to improve traffic & pedestrian flow & timing
2020P & 2021B: ALLOCATION of Fleet expenses to each Departments. No direct expenses should be booked in this line item. Actuals will equal the budgeted amount exactly. See Fleet and Tech Expenses spreadsheet for calculations. Allocation is based on insured vehicle value. Roads is 52%
Contra-expense serving as reimbursement from all departments for allocated fleet expenses. Total includes all-in cost of mechanic, fleet supplies, fleet-related contracted services & an estimate/allocation for portion of garage/mechanic overhead.
2020:Increase due to allocation of mechanic salary & benefits 100% to Fleet vs. 70% in2019.
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12/02/2020 13:05 |West Whiteland Township |P 6kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________014300 3531 T TF 25,000.00 34,000.00 34,000.00 34,000.00 34,000.00 31,405.00 -7.6%
2021B transfer for shared costs of Township wide technology expenses.
2021: Begin using Liquid Fuels Fund 35 to pay for Roads vehicle purchases. Over the 10-year life of the equipment replacement fund, this change will reduce the GF contribution to Fund 50 by about $85K/year.
19% of of the cost of Fund 50 purchases of 2021-2030. 2021B: $200K transferred from General Fund.
Beginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across the departments under 3531 above.
970,306.49 1,039,020.00 1,039,020.00 819,830.04 928,461.98 987,425.00 TOTAL EXPENSE -5.0%
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PUBLIC WORKS DEPARTMENT – PARKS & RECREATION
1
The Public Works Department maintains 12 Township Parks covering over 400 acres; approximately 300 acres is the Township portion of Exton Park. The Township also provides staffing for Friends of the Parks’ events and funds the annual community day and fireworks.
Public Works Staffing: 16 FT (3 FT Administration, 12 FT Operators, 1 Mechanic), 1 PT Permanent, 1 PT Seasonal for repair and maintenance of parks, roads, sewer and buildings.
2021 TOWNSHIP GOALS & SUPPORTING DEPARTMENT ACTIONS
Strengthening community resilience and connections and fostering a sense of place around Exton Crossroads
Open space and recreation network to play, exercise, relax and learn outdoors
Kick off the much-anticipated construction of the Exton Park – Swedesford Recreation Area. Phase1 of the Master Plan implementation will include playgrounds, a dog park, disc golf, recreationalamenities, parking, and walking paths near the intersection of Ship & Swedesford Roads.($1,100,000 in Public Service Fund 65; $250,000 of that from Chester County grant, $500,000 fromstate grant)
Construct a new pavilion at Boot Road Park to provide additional recreational opportunities to parkusers and a place of refuge during a passing rain shower for those watching a ball game. (Budgetedfor but not done in 2020, rolling over funding into 2021 - $35,000 in Public Service Fund 65)
Construct a new trail extension at Boot Road park to increase mobility of park users. ($4,000 ingeneral supplies – 01.4520.3245)
Resurface the Meadowbrook Manor tennis courts, add lines for pickleball, and replace fencing torehabilitate the deteriorated condition of the courts, which will bring back and expand recreationalopportunities for residents. ($60,000 in Public Service Fund 65)
Replace the deteriorating pavilion roof at Burke Road Park. ($10,000 in Public Service Fund 65)
Install new LED sign at Miller Park. New sign will invoke a sense of place while enhancing theTownship’s education and outreach efforts. ($30,000 in Public Service Fund 65)
Public events to encourage community identity
Explore contactless and/or drive through events to minimize exposure to health concerns.
Increase promotion and marketing of park activities and amenities.
Partner with Chester County, Friends of the Parks, and East Whiteland Township on theannual Community Day event in July, pending resolution of the pandemic. (Most of the $20,000in rec programming - 01.4520.3758)
Public Works - Parks
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PUBLIC WORKS DEPARTMENT – PARKS & RECREATION
2
Delivering reliable administrative services
Skilled staff, with resources, training and encouragement to meet high standards Review facility asset inventory and develop inspection and maintenance plan via Traisr. (staff time)
2020 PARKS ACCOMPLISHMENTS
1. Township Park activities and initiatives were interrupted in 2020 due to the COVID-19 pandemic. Township staff were able to adapt maintenance and sanitation procedures to accommodate the reopening of the parks and facilities when Chester County entered the “green phase” on June 5, 2020.
2. Installed portable roofs for shade on the dugouts at Boot Road Park to protect players from UV
rays. ($27,865 out of parks upgrade savings in Public Service Fund 65; 50% paid by sunshade grant.)
3. Purchased a new infield grooming machine that will replace the used machine that is over 10
years old. The new machine has more functionality, allowing the staff to maintain the ballfields for the safety of all the players. ($20,900 in Equipment Replacement Fund)
4. Installed 7 spotted lantern fly traps among the Municipal Building and several of the Township
Parks.
5. Volunteer groups have been assisting staff at the parks with removal of invasive plants, clean-ups, basin maintenance, and spotted lantern flies.
6. Boot Road Park – North (to be dedicated as Joe Catov Park), was progressed through the Land
Development and permitting phase, with construction anticipated to be completed by the end of 2020. This new park offers additional recreation opportunities for Township residents. (No cost to the Township; completed by Michels and Energy Transfer for Exton Little League, due to disruption of their softball fields at Meadowbrook Manor Park.)
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12/02/2020 13:10 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTGENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
014520 3156 HEALTH INS 40,134.46 38,500.00 38,500.00 28,398.70 38,400.00 41,600.00 8.1%
Includes Medical/Dental/Rx.
2021B - Budgeted higher than 2020 due to reallocation of personnel with Highways (014300), Parks (014520), & Sewer (024290).
014520 3158 LIFE 625.70 720.00 720.00 713.40 660.00 1,375.00 91.0%
2021B Term Life Insurance for 2 full-time employees at 1.5 times their salary or a max amount of $100,000. 2020/2021 20% increase, 2019/2020 saw a 25% increase.
2020P Gasoline use running low2021B More closely related to 2019 levels of gasoline use and cost per gallon continues to be lower.Assume 400 gallons @ $1.60/gallon. Township is exempt from State & Federal taxes.
On average the Township uses approximately 17,000 gallons of diesel that is splitbetween Highways @ 60% of use, Parks @ 19% of use, and sewer @ 21% of use.
2020P - Larger snow removal vehicles use the majority of the diesel fuel therefore, expenses are running below budget due to mild snow seasons2021B - Anticipate a return to more normal winters and a greater need for roadwaysnow removal.
Mowing Contract for all Township grounds and facilities ($65K)Turf Maintenance for Fields ($12K)Backflow Preventer Testing
2021: - All Parks - Tree removal ($10K) due to increased tree mortality
2021 parks upgrades - in Public Service Fund 65
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12/02/2020 13:10 |West Whiteland Township |P 4kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
- Boot Rd Park - Pavilion ($35K)- Boot Rd Park - Sealcoat and Line Painting ($10K)- Miller Park - Sealcoat and Line Painting ($8K)- Miller Park - LED Sign ($30K)- Burke Rd Park - Pavilion roof ($10K)- Manor Park - Tennis/pickleball courts ($60K) in Fund 65
2020P & 2021B: ALLOCATION of Fleet expenses to each Departments. No direct expenses should be booked in this line item. Actuals will equal the budgeted amount exactly. See Fleet and Tech Expenses spreadsheet for calculations. Allocation is based on insured vehicle value. Parks = 6%
15% of of the cost of Fund 50 purchases of 2021-2030. 2021B: $200K transferred from General Fund.
014520 3702 T CAP IMPR 50,000.00 50,000.00 50,000.00 .00 .00 .00 -100.0%
Transfer from GF to Fund 65; parks capital project expenses paid out of Fund 65; park upgrades balance in Fund 65 set aside for future park improvements/upgrades
2020P & 2021B - No transfers are planned but will continue to monitor the parks capital costs and reevaluate in 2022.
Spring Clean-Ups, Volunteer ProjectsCommunity Day, Make a Difference DayExton Park Groundbreaking Fireworks & associated costs such as lighting, port-a-potties, generators
TOTAL EXPENSE 450,785.72 477,651.00 477,651.00 312,944.35 364,586.15 487,697.00 2.1%
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Park Upgrades Plan
. .
. 2020 2021 2022 2023 2024 2025 2026 2027 2028 Grand Total
Grand Total 24,000$ 153,000$ 80,000$ 153,000$ 143,000$ 92,000$ 115,000$ 73,000$ 34,500$ 867,500$
2021 Budget Revised 10/29/2020 3 / 398
12/02/2020 13:14 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
GENERAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
** END OF REPORT - Generated by Kimerbly Pelcin **
Debt Service
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PUBLIC WORKS DEPARTMENT – SANITARY SEWER (Sewer Operating/Sewer Construction Budgets)
The Public Works Department maintains approximately 105 miles of sanitary sewer lines, 2,670 manholes, and 5 pumping stations to convey wastewater from homes and businesses to treatment plants. Maintenance includes cleaning and televising sewer lines, remediation of inflow & infiltration (I&I) of water into the system, root control, clearing blockages, pump station maintenance, and clearing rights-of-way. Additionally, the Department performs approximately 2,500 responses yearly for the PA One Call Program.
Staffing: 5 full time Public Works Team members, plus support from the Director of Public Works, Assistant Director of Public Works, Public Works Coordinator and Township Administration; and the Finance Department manages annual billing for sewer rent.
2021 TOWNSHIP GOALS & SUPPORTING DEPARTMENT ACTIONS
Well-maintained local roads, sewer system and storm water management infrastructure
Continue to monitor meter pits installed in 2020 to identify areas of significant groundwaterinfiltration and stormwater inflow (I&I) into the sanitary sewer system. When areas with I&I areidentified, remedial measures will be taken, including a cured-in-place pipe replacement project,point repairs and grouting. ($60,000 for study in 2021; up to $400,000 for CIPP)
Coordinate with PennDOT to incorporate a new section of sanitary sewer force main as part of theconstruction of the Boot Road Bridge over Amtrak. ($690,000 in Sewer Construction Fund 03;costs shared with Uwchlan Township)
Initiate design for the rehabilitation of the Clover Mill Pump Station, including new motor controlsystems, electrical service upgrade, pump discharge piping reconfiguration and new pumps.($900,000 in Sewer Construction Fund 03 for design. Costs shared with Uwchlan Township)
Replace air release and blow-off valves on the Clover Mill force main to prevent damage to existingforce main due to air entrapment and water hammer. ($32,000 from Sewer Operating Fundequipment replacement - 02-4290-3374; split 53% WWT, 47% Uwchlan)
Replace 2 trucks with utility bodies ($160,000 total, from Sewer Construction Fund 03 toEquipment Replacement Fund 50)
Sound financial planning to keep costs manageable and services reliable
West Whiteland conveys sewage to be treated at plants run by the Downingtown Area RegionalAuthority and West Goshen Sewer Authority. West Goshen will continue extensive improvementsto their wastewater treatment plant and collection/conveyance system. Treatment costs to DARAand West Goshen will be $1.8 million in 2021, approximately half of the sewer operating budget.
2020 SEWER ACCOMPLISHMENTS
1. Investigated sections of sanitary sewer constructed with asbestos cement pipe, which is susceptibleto accelerated deterioration in certain conditions, to assess the need for pipe rehabilitation, resultingin a cured-place pipe replacement project. The project started in late 2020 and will continue into2021. ($100,000 from Sewer Construction Fund 03, $300,000 from state grant)
Public Works - Sewer
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PUBLIC WORKS DEPARTMENT – SANITARY SEWER (Sewer/Sewer Construction Budgets)
2
2. Completed the Route 100 Pump Station rehab, including upgrades to the control system, bypass pumping, monitoring, and a new backup generator. ($347,000 from Sewer Construction Fund 03)
3. Completed the installation of a new Supervisory Control and Data Acquisition (SCADA) computer
system, which provides system monitoring and alarm notification for the 5 pump stations and 3 metering pits. SCADA communicates with the pump station control equipment to report any alarm, emergency or equipment failure, allowing for quicker response times when addressing emergencies. SCADA has reduced overtime by limiting the need for weekend inspections to just one day per weekend. ($113,000 from Sewer Construction Fund 03)
4. After a tree fell onto a sewer line and manhole off of Clover Mill Road near Valley Creek, the
Department inspected upstream and downstream sections of the sewer trunk to evaluate pipe integrity. The Township replaced approximately 140 linear feet of 15” gravity sewer pipe with ductile iron pipe as an emergency repair. The damaged manhole was also relocated 40 feet further from the stream to minimize stormwater inflow. ($60,000 from Sewer Construction Fund 03)
5. Completed the installation of gas detection systems at the pump stations to provide a safer
environment for employees. ($23,000 from Sewer Construction Fund 03)
6. Continued the chemical root control program to mitigate the impact of root penetration in pipes which can lead to sewer backups and service disruption. ($12,000 in Sewer Operating Fund 02 – Root Control account 3612)
7. In conjunction with chemical root control, staff performed root cutting in over 6,500 linear feet of sewer lines and inspected and cleaned another 30,000 linear feet of pipe. (Staff time)
8. Replaced the third of three grinders (muffin monster) at the Clover Mill Pump Station. The grinders prevent damage to the pumps caused by large debris conveyed through the sewer system. ($15,000 in Sewer Operating Fund 02/Equipment Replacement account 3374)
9. Replaced and installed over 60 manhole inserts to reduce stormwater inflow into the sewer system
which will lower treatment costs and free up capacity in our system during wet weather peak flows. (Part of Sewer Operating Fund 02, General Supplies account 3245)
10. Installed 27 flow detection meters throughout the DARA sewer system in another effort to reduce inflow into the sewer system. These meters will help to identify the possible sources of inflow for mitigation. ($60,000 in Sewer Construction Fund 03)
11. Replaced the jet truck ($281,000 from Sewer Construction Fund to Equipment Replacement Fund)
12. Continued to input data into the Township’s GIS platform (Traisr), as well as use the software to create work orders and track maintenance and repairs on system components. (Staff time)
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12/02/2020 10:48 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTSEWER FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
Residential $285 per household/apartment 2 bed+; Commercial is volume-based.2020P: on target for budget.2021B: No increase in rate of $285. Increase driven by new development.
023640 9521 S LATE FEE 33,144.60 30,000.00 30,000.00 16,473.35 30,000.00 30,000.00 .0%
2020P: actuals coming in favorable to budget.2021B: flat to 2020P.
Line item includes CMPS reimbursement from Uwchlan (details below) and pmt from E. Caln Twp shared w. UT (~$4,500), previously recorded in 023640.9520.
023800 7910 TRANSFER 2,996,299.00 780,000.00 780,000.00 565,000.00 565,000.00 450,000.00 -42.3%
Transfer from 03 (tapping fees) for wastewater treatment capital expenses. See DARA (a/c 3458) & West Goshen (a/c 3460) for details.
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PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTSEWER FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________023800 9460 MISC REV 1,937.80 2,000.00 2,000.00 .00 2,000.00 2,000.00 .0%
2021 Budget: 5 full-time employees for PW Sewer, 10 administrative employees (various allocations across fund 01)Increase in 2020P over 2020B due to 2021 changeover in personnel
024290 3156 HEALTH INS 155,588.38 140,200.00 140,200.00 110,387.89 120,000.00 120,600.00 -14.0%
Includes Medical/Dental/Rx.
2021B - Budgeted lower than 2020 due to reallocation of personnel with Highways (014300), Parks (014520), & Sewer (024290).
024290 3158 LIFE 2,798.33 4,000.00 4,000.00 3,177.61 3,800.00 4,375.00 9.4%
2021B Term Life Insurance for 16 full-time employees at 1.5 times their salary ora max amount of $100,000. 2020/2021 20% increase, 2019/2020 saw a 25% increase.
2020P Gasoline use running low2021B More closely related to 2019 levels of gasoline use and cost per gallon continues to be lower.Assume 200 gallons @ $1.60/gallon. Township is exempt from State & Federal taxes.
On average the Township uses approximately 17,000 gallons of diesel that is splitbetween Highways @ 60% of use, Parks @ 19% of use, and sewer @ 21% of use.
Charge from DARA for businesses with permits for industrial waste Businesses reimburse - revenue in 02.3640.9525
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PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTSEWER FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________024290 3450 CONTRACTED 24,227.73 37,000.00 37,000.00 37,855.00 37,000.00 40,000.00 8.1%
- Meter calibrations - Alarm System-Grit Removal Contract - Grubbs Mill wet well (1); Route 100 wet well (2); Mill Valley (1), Whiteland Woods (1), CMPS (12) and DARA meter (2)- Backflow Preventer- Fire Extinquishers
2021:- Hoist safety inspections ($5K)
024290 3458 DARA 781,591.00 900,000.00 900,000.00 891,751.28 895,000.00 950,000.00 5.6%
Wastewater treatment by Downingtown Area Regional AuthorityCapital portion of treatment costs is offset by transfer into 02 Operating Fund from 03 Construction Fund
Wastewater treatment by West Goshen Sewer AuthorityCapital portion of treatment costs is offset by transfer into 02 Operating Fund from 03 Construction Fund
2020P & 2021B: ALLOCATION of Fleet expenses to each Departments. No direct expenses should be booked in this line item. Actuals will equal the budgeted amount exactly. See Fleet and Tech Expenses spreadsheet for calculations. Allocation is based on insured vehicle value. Sewer = 10%
Steady transfer to Fund 03 for equipment replacement savingsFund 03 transfer to Fund 50 Equipment Replacement for full amount of vehicles/equipment in years when there are Utility purchases
Beginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across the departments under 3531 above. See Technology Plan for details
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12/02/2020 10:48 |West Whiteland Township |P 8kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
SEWER FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
12/02/2020 13:18 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
SEWER CONSTRUCTION FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
PA Water & Sewer Grant:2020P: SCADA system (alarm and monitoring); gas detection for pump stations; ventilationand other improvements at Grubbs Mill Pump Station ($106,200)
Tapping fees paid to WWT for new connections. Tapping fees support capital improvements to the infrastructure in West Whiteland (pump stations and pipes).
2020P Running below budget most likely due to COVID19.2021B Using 2020 actuals
033800 7910 TRANSFER 30,000.00 30,000.00 30,000.00 30,000.00 30,000.00 30,000.00 .0%
Steady transfer from 02 Sewer Operating into 03 for new vehicle purchases.
12/02/2020 13:18 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
SEWER CONSTRUCTION FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________034350 3533 TRANSFER 712,744.00 .00 .00 .00 .00 .00 .0%
SEWER CONSTRUCTION FUND (03) SUBTOTAL $11,460,754 $2,861,754 $753,000 $2,500,000 $2,230,000 $1,220,000 $410,000 $390,000 $946,000 $35,000 $0 $25,000 $90,000
2021 Budget Last revised 11/2/2020112
Solid Waste Fund (Residential Trash and Recycling Collection)
Administration of the Solid Waste program includes supporting residents with questions about trash/recycling collection; oversight of the contracts with the trash and recycling hauler; billing all residential households in the Pay-As-You-Throw (PAYT) trash program for the annual solid waste fee; distributing and billing for trash bags sold at participating retail outlets, compiling data for the Section 904 recycling grant, and monitoring for compliance with state regulations.
Current Staffing: 0.3 FTE dedicated to Solid Waste, with assistance from the Asst. Director of Public Works, Finance Director and Accounts Receivable Associate
Boards and Commissions: Public Services Commission (11 appointed members)
2021 Township Goals and Solid Waste Program Support Actions
Sound financial planning to keep costs manageable and services reliable
Due budget uncertainty brought about by COVID, responsibility for administration of the Pay As YouThrow program was reassigned to existing staff when the Solid Waste Coordinator left earlier this year. That workload will need to be reassessed in 2021.
Currently, homeowners in the PAYT program pay for trash and recycling collection via a $49/year solid waste fee and buying trash bags at $2.50/bag. The PAYT program has been successful in incentivizing recycling and keeping solid waste costs to homeowners lower than that of neighboring municipalities. West Whiteland has one of the highest recycling rates in the state and one of the least expensive trash and recycling programs in the area. Results from a 2019 survey of residents demonstrated strong support for staying with the program.
Costs for disposing and processing of recycled material has increased over the last few years. The recycling market has been in turmoil since China increased its quality standards and therefore reduced the amount of recycled material that it considers acceptable to purchase and re-use. As expected, the costs for the trash and recycling hauling contracts increased as a result when the Township went out to bid this year. Hauler costs will increase 24.6% from 2020 to 2021. To prevent an even larger increase, the Township will now own the collected recycling material (instead of the hauler owning it) and have the hauler dispose of it through the County’s processing and marketing contract.
While the price of trash bags will stay the same, the solid waste fee will need to increase to offset the higher trash & recycling costs. While there will be a small increase in the number of homes participating in PAYT it is not nearly substantial enough to mitigate the need for an increase.
The fee increase will be phased in over two years to lessen the financial impact on Township residents in 2021. Fund reserves will make up the gap between Fund revenues and expenses in 2021. In the second year of the increase, little to no reserves should be necessary to balance the solid waste budget.
In 2021, the fee will increase by $20/year $69, and another $20 in 2022 to $89. These fee increases will be the first since 2013 and position the Township for much smaller, if any, increases for the remaining years of the hauler contract through 2025.
Solid Waste Fund (12)
113
Solid Waste Fund (Residential Trash and Recycling Collection)
Proactive community engagement and public outreach
Continue proactive communication efforts to all PAYT households outlining the 2021 changes to the trash and recycling programs.
• Single stream recycling replaces dual stream recycling • One piece of bulk trash per week replaces up to four pieces of bulk trash once/month • Promote the Recycle Coach app as a new tool to assist residents with solid waste schedules
and questions (12-4310-3531)
2020 Solid Waste Program Accomplishments
1. Successfully navigated the uncharted waters of our new work-from-home/pandemic environs
and migrated processes to remote work, making many adjustments along the way. Adjustments included offering and implementing contactless home delivery for residents unable to make their trash bag purchases at a retail location.
2. Completed a complex bid process for trash and recycling haulers. While the hauling costs increased substantially (+24.6%), cost savings over other bid options will be recognized with the switch from hauler-owned recyclables to Township-owned recyclables. Without this change, the hauler and processing costs would increase by an additional 22%. Costs have been locked in for 5 years and the Township will see minimal increases in hauler costs over the life of the 5-year contract.
3. Completed a bid for PAYT trash bags with a de minimis increase over the prior bid. This bid secured costs for 600,000 bags, locking in costs for an 18-24 month supply.
4. With the resignation in 2020 of the experienced solid waste team member, many members of Township staff provided support and assistance to each other and the staff member reassigned to Solid Waste responsibilities.
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12/02/2020 13:29 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
SOLID WASTE ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2020P - There will be no disbursement from DEP in 2020 for the 2019 Recycling Grant, as DEP pushed back the due date of the grant to 12/31/2020. The actuals represent a grant from Chester County. 2021B - This amount is an estimate provided by Hough Associates who specialize in 904 grants. The estimate may inch up as Hough Associates connects with more commercial haulers in WWT. We are forecasting only one year of grant money (2019).
2020P: As of 8/31/20, $376K in sales. $47,089/month = $565,075. 2021B: Use 2020P. Sale of bags. $2.50/bag (-$.05 for vendor), almost 200K bags per year.Same price per bag since 2013
2020P: On track for $215K, 4390 households * $49/fee2021B: Household fee will need to be increased to offset or help offset increasedtrash & recycling costs. There will be a small increase in the number of homes participating in PAYT but not substantial enough to mitigate the need for an increase. The current request represents an additional $20 per HH bringing the total fee to $69/year. Even with this increase, the fee plus bag sales plus the annual 904 grant will not cover trash hauling, recycling hauling, trash tipping fees, and recycling processing fees. The deficit of $87,528 will be paid from Solid Waste Fund reserves.
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12/02/2020 13:29 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
SOLID WASTE ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2020P: Limited activity this year, no need to purchase non-collection notices. 2021B: Use 2020P, unless a need for non-collection notices is identified.
2020P Budget includes vendor cost of printing of bills. There will be additional costs in the Fall of 2020. Actuals include the cost of advertising for the Trash/Recycling bid, which was not included in the 2020 budget.2021B: Budget includes vendor cost of printing of bills.
Tipping fees at landfill; household hazardouse waste collections2021B: Now includes Recycling Processing Fees which are per ton and adjust monthly based on commodity pricing. Est. $48K for 2021. + 3% increase in tipping fees ($207,030) = 255,030
124310 3420 DUES 150.00 150.00 150.00 150.00 150.00 150.00 .0%
2020P: Over budget. Leaf/branch pick-ups were mistakenly excluded in the 2020B.2021B: Hauler fees total $754,088. Trash & recycling - $672,242, up to 11 leaf/branch pick-ups - $77,466, Christmas tree pick-up - $4,380. Plus yard debrisdrop off containers @ $200/each * 6 - $1,200.
Beginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across the departments under 3531 above.
See Technology Plan for details
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12/02/2020 13:29 |West Whiteland Township |P 4kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
12/02/2020 13:34 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
LIQUID FUELS FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
353540 8560 STATE AID 588,737.04 562,774.00 562,774.00 573,319.38 573,319.00 533,186.00 -5.3%
State Aid Liquid Fuels - based on mileage of 66.38 and a population of 18,274, asof 1/1/2020. Any changes made to mileage in 2020 will be reflected in the March 2021 ACTUAL payment.
2021B decrease likely from lower gas tax revenue (source of this grant) associated with COVID-19. Small potential upside from new road dedications of Keva Drive & Liam Lane
2021 = -5.4% + -1.6%. For a total of -7% from 2020. (percents from a Covid-related report)
Retirement benefits other than pensions (or Other Post-Employment Benefits, a.k.a. OPEB) currently are paid out of Fund 40. West Whiteland Township is contractually obligated to provide post-employment benefits other than pensions to some of the Township’s retirees. Except for one, long-agreed-to non-uniformed outlier, other post-employment benefits are only available to police department retirees. Retirees hired prior to January 1, 2006 are eligible for a life insurance policy1 and medical benefits2 for the remainder of their life, with a reduced provision of medical benefits once the retiree is Medicare-eligible. Retirees hired on/after January 1, 2006 are only eligible for the life insurance policy.
2021 TOWNSHIP GOALS & SUPPORTING ACTIONS
Sound financial planning to keep costs manageable and services reliable
Currently, all OPEB expenses are paid for out of the General Fund (01). In 2016, the Townshipestablished an OPEB Trust with funds that had accumulated over a number of years throughannual contributions from the General Fund. During the ensuing four years, the Township hasboth funded the Trust and paid annual insurance expenses out of the General Fund. As ofOctober 2020, the Trust is approximately 75% funded, with roughly $800,000 needed to bringit to full funding.
Staff is recommending to the Board that the Township use General Fund reserves and theremaining balance of Fund 40 to fully fund the OPEB Trust and begin using Trust monies topay for annual OPEB expenses. This will eliminate the impact of OPEB expenses on theGeneral Fund budget for 2021.
Future years will also be positively impacted, with one caveat. If the total amount of the OPEBTrust is not sufficient over the remaining 25 to 30 years of its existence to cover expenses, acontribution from the General Fund may be necessary from time to time. Finance departmentstaff, with support from the Township’s actuarial firm, will conduct an annual analysis (similarto the annual MMO calculation for the pension plans) to determine if Trust funding levels aresufficient.
1 From the current Collective Bargaining Agreement - Each officer who retires shall be provided with a death benefit at retirement in the face amount equal to one-half (1/2) of the amount of life insurance in force for the officer at the time of his or her retirement.
2 From the current Collective Bargaining Agreement - Any officer hired prior to January 1, 2006 who retires, … shall receive the basic medical and prescription coverage for husband and wife provided to active members of the bargaining unit. Basic coverage shall not include vision or dental insurance. At the time an officer reaches age 65 and is eligible for Medicare, Township provided medical coverage shall cease and the Township will pay to the retiree an annual lump sum to be used toward the purchase of a Medicare Supplement Plan. The lump sum payment reimbursed to retired officers for Medicare supplemental insurance will be: 2018-2020: up to $2,800/year/retiree 2021-2022: up to $3,000/year/retiree. In the event the retired officer has access to other medical coverage at no cost, post-retirement coverage under this collective bargaining agreement shall terminate until age 65. If the officer has access to medical coverage from other employment for which a charge is made, then the Township shall pay a portion of the charge based on the percentages in the scale (included in the Agreement).
Post Retirement Fund (40)
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12/02/2020 13:59 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTPOST RETIREMENT MEDICAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2020P Plan to transfer general fund reserves to fully fund the OPEB account by 12/31/2020. As of 10/22/2020 this transfer has not been finalized.
404500 3156 HEALTH INS 227,209.61 115,000.00 115,000.00 96,682.28 115,000.00 88,000.00 -23.5%
2021: 16 retired officers; 5 on full medical, 8 on supplemental insurance, 2 receiving % reimbursements, and 1 retired non-uniformed employee on supplemental insurance.2020: Includes $5k PUD contingency.2019 - Merged with Medical (3156) are Dental (3152) and HRA (3157)
404500 3158 LIFE INS 2,233.91 3,500.00 3,500.00 3,173.18 3,100.00 4,106.00 17.3%
2020/2021 20% increase, 2019/2020 saw a 25% increase.
2020P & 2021B - Allocated cost of Fiduciary Bond premium. Cost is shared with Police Pension (Fund 60) & Non-Uniformed Pension (Fund 09).
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12/02/2020 13:59 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
POST RETIREMENT MEDICAL FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________404500 3532 T P RETIRE .00 122,300.00 122,300.00 .00 800,000.00 .00 -100.0%
2021B This line item is no longer required. By the end of 2020 there is a plan to transfer general fund reserves to fully fund the OPEB account by 12/31/2020. As of 10/22/2020 this transfer has not been finalized
Bank fees including professional fees, administration fees, and investment advisory fees that flow into fund expenses when statement activity is recorded.
12/02/2020 14:06 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
EQUIPMENT REPLACEMENT FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
GRAND TOTAL COST PER YEAR (ALL FUNDS) $664,500 $610,525 $535,000 $560,900 $474,800 $485,000 $276,100 $325,800 $353,500 $297,000 $750,600 $598,200 $814,000
General Fund Contribution to Fund 50 $280,000 $280,000 $200,000 $200,000 $205,000 $205,000 $210,000 $210,000 $215,000 $215,000 $220,000 $220,000 $225,000
Sewer Construction Fund Contribution to Fund 50 $300,000 $281,244 $160,000 $0 $0 $0 $0 $140,000 $80,000 $0 $0 $0 $118,000
Liquid Fuels (35) Funds - Use for PW-Roads, Vehicles Only $0 $170,000 $80,000 $235,000 $80,000 $0 $0 $0 $0 $260,000 $378,000 $588,000
Fleet expenses are calculated through these accounts in the Roads Dept budget and then offset by the reimbursement account. The Roads Dept budget then has a net charge of the dept's fleet allocation.
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12/02/2020 14:11 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
WWFC EQUIP REPLACEMENT FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2018: - $34,700 for Deputy Chief's Explorer (budgeted in 2017, took possession and paidin 2018)- WWFC won't take possession of new tower budgeted for in 2018 until early 2019
2019: Replace Asst Chief's Ford Expedition - $40,000 minus est $6,000 trade-inReplace Tower 6 - $950K purchase; budget $490,000 net of trade-in and fire company loan proceeds
2020: Replace Brush 6 Ford F150 (or similar) - $55,000 minus est $3,500 trade-in
WEST WHITELAND FIRE COMPANYEQUIPMENT REPLACEMENT SCHEDULE
2020 - 2030
NOTE: The Fire Company owns a traffic van ATV, and trailer. No Twp funds are needed for replace, but the van is included on the Twp's auto insurance policy.EST. AGE AS OF ANNUAL
VIN # ESTIMATED YEAR TO LIFE 2020 FUNDING ORIGINAL YEARPRICE TRADE-IN REPLACE (YRS.) (YRS.) AMOUNT COST PURCHASED
12/02/2020 14:15 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
PUBLIC SERVICE FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2020 PROJECTION:- Path to Exton train station: $385K from DCED multimodal grant- Sunshade grant for dugout screening: $12,000- DEP and Peco rebates for EV charger: $9,500
2021 BUDGET:- Public Works Facility: $1.5M RACP grant (applied for)- Exton Park: $250K county, $500K PA DCNR- Swedesford Chase basins: $223,325 DEP grant
This a/c is for money contributed by developers to be held in escrow for future WWT maintenance costs for stormwater management infrastructure in state roads.
2020P - $7K from New Horizon, $20,150 McKee group
Public Service Fund (65)
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12/02/2020 14:15 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTPUBLIC SERVICE FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________653930 9570 BOND REVEN .00 .00 .00 6,094,776.42 6,094,776.00 .00 .0%
PARK UPGRADES PLAN: Transfer from GF to Fund 65 began 2018; project expenses for larger improvements/upgrades paid out of Fund 65. (No transfers made in 2020 and 2021)
2020PShade Structures for Dugouts at Boot Road Park ($24K) Cost will be offset by 50% grant
Pavilion and picnic tables at Boot Road Park ($35K) – Moved to 2021
Meadowbrook Manor: Tennis court fencing ($15K) and resurfacing inc. lines for pickleball ($45K) - Moved to 2021 following completion of pipeline construction
Trail connection from Library to Chester Valley Trail ($25K) - on hold pending completion of trail alignment (future project)
2021BBoot Road Park - replace pavilion and picnic tables ($35K - roll over from 2020);seal coat lot and path ($10K)
Meadowbrook Manor: Tennis court fencing ($15K) and resurfacing lines for pickleball ($45K) - both rolled over from 2020, to be done following pipeline construction
Burke Road - new roof on gazebo ($10K)
Miller - replace LED sign promoting Twp news & events ($30K); seal coat lot and paths ($10K)
12/02/2020 14:15 |West Whiteland Township |P 3kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
PUBLIC SERVICE FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________655655 3450 CONTRACTED 11,725.00 76,000.00 76,000.00 40,282.66 69,400.00 .00 -100.0%
See Capital Improvements Plan - Municipal Complex Capital Improvements
2020PReplaced building security cameras - $29,100Upgrade to "MASC" building security system - $17,800Install new elec. vehicle charging station - $22,500, offset by rebates from DEP and Peco of $9,500
2021B - There are no planned expenses. Staff will evaluate the need for, cost and energy/cost savings from HVAC replacement units or control upgrades, as well as LED lighting.
2. Valley Creek bioswales (var. properties) WWT Public Service Fund $152,000 $72,000 $80,000
3. Placeholder (remaining projects TBD) WWT Public Service Fund $625,000 $200,000 $200,000 $225,000
GENERAL FUND SUBTOTAL $31,234,722 $616,625 $1,921,397 $7,890,125 $7,426,575 $440,000 $1,400,000 $1,440,000 $3,325,000 $1,000,000 $5,175,000 $0 $600,000
2021 Budget Revised 11/2/2020 Page 3 / 3137
TECHNOLOGY
The technology budget (Fund 70) includes all network or Township-wide IT expenses, including hardware, software, annual maintenance contracts, consulting and initiatives. The expenses are allocated among the departments; transfers are made from the General Fund and Sewer Operating Fund to pay for the technology budget. Department-specific expenses are included in the department budgets.
Staffing: Part of 1 FTE; mostly consultants with weekly support hours, plus additional project hours.
2021 TOWNSHIP GOALS & SUPPORTING ACTIONS
Delivering reliable administrative services
Sound financial planning to keep costs manageable and services reliable
As Township software transitions to the cloud, technology costs are driven more by annual maintenancecontracts instead of periodic expensive hardware or software purchases. To help departmentsunderstand and track these costs more effectively, annual contracts for department-specific softwarehave been moved to those budgets for 2021. Multi-department or network expenses remain in Fund70. To help with review and management of the 2021 budget, all of the planned technology expensesare included in the five-year technology plan included with the budget.
Streamlined processes to meet the needs of constituents and co-workers
Complete the migration of existing data on the file server to Microsoft Office SharePoint Online andthe online Permit Management System. (staff time)
Organizing the employee intranet site on SharePoint online for easy access. (staff time)
Finalize an information architecture plan for creating, storing and collaborating on files and move frompaper files to electronically filed and stored documents. (staff time)
Re-evaluate present telephone system to enhance offsite communication via a Voice Over InternetProtocol (VOIP) System to include a recorded line for the Police Department. (No increase over presentcost/budget)
Online facility reservations and event management system change from CivicRec to Rec 1. ($2,500, nocost difference from 2020)
Professional systems stay on top of requirements and best practices
Network Security – Apply best practices by adding multiple layers of monitoring, security changes andpenetration testing. ($22,000/year)
Redundant Network Connection – Establish a backup plan in case our carrier goes down. With redundantconnections, the firewall can be configured to automatically and seamlessly switch from the primaryconnection to a backup connection until things get back to normal.
Skilled staff with resources, training and encouragement to meet high standards
Online software training for employees including Office 365, SharePoint, Traisr (permit managementsoftware), ESRI (GIS), MyREC (Facility Reservations) and Municipay (online payments). ($4,000)
Technology Fund (70)
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2020 ACCOMPLISHMENTS
1. Business Continuity Plan Activated - Researched and implemented strategies and platforms to maximize remote communication as a result of the pandemic including:
a. Video conferencing using Teams, Zoom and GoTo Meeting for both internal and public meetings ($1,000)
b. Installation of a Virtual Private Network (VPN) for all remote workers (included IT Service Desk contract)
c. One additional laptop purchased and back-up laptops re-purposed ($1,000)
d. Upgraded the Main Meeting Room A/V system to accommodate hybrid in-person and virtual meetings ($5,000)
e. Upgraded the Township Internet speed from 75mbs to 1 gig ($2,000/annually)
2. Completed the redesign of the website to enhance public usage (no additional dollars above annual maintenance cost/included as part of services)
3. Replaced two CISCO switches necessary for different devices on the network to communicate. ($8,000 including labor and hardware - unbudgeted)
4. SharePoint Online Governance team with personnel from each department worked with consultant to design, test, move documents to new document management system, implement workflows – particularly for electronic invoices - and train staff. ($3,000)
5. Added Secure Wi-Fi to the Clover Mill Pump Station and the Public Works Garage. ($500)
6. Human Resources, timekeeping, and payroll software system integrated with the Police scheduling system. The employee self-service portal and telephone app allows employees to update personal information 24/7. The HR system allows for electronic personnel records as well as tracking of certifications, training, performance evaluations, and leaves of absence. This system is especially helpful for our remote workforce.
7. The Police Department’s Watch Guard video storage transitioned from a network backup to cloud storage, reducing the annual storage costs by $12,000. ($16,500)
8. Developed and implemented Recycle Coach to assist Pay-as-You-Throw customers with up to date information on trash, recycling and bulk pick-up along with recycling educational material. ($1,500)
9. Online permitting implemented by year-end for streamlined permit processing for sheds, fences, re-roofs, fire operational and special events. ($2,500)
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12/02/2020 14:20 |West Whiteland Township |P 1kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:
2019 2020 2020 2020 2020 2021 PCTTECHNOLOGY FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
703410 7910 TRANSFER 300,000.00 305,000.00 305,000.00 305,000.00 305,000.00 214,540.00 -29.7%
Beginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across each department as a transfer into the Technology Fund under 3531.
2021B - In addition to the transfer of $214,540 there will be additional one timeexpenses of $15K that will be paid from the Technology Fund reserves (see 3708 below).
Beginning in 2021, department-specific technology costs will be budgeted in a separate line item (under 3708) to accurately reflect the cost of the department’s technology costs. Shared costs (such as the Twp's IT consultant) will continue to be allocated across each department as a transfer into the Technology Fund (3531).
140
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12/02/2020 14:20 |West Whiteland Township |P 2kpelcin |NEXT YEAR / CURRENT YEAR BUDGET ANALYSIS |bgnyrpts
PROJECTION: 20211 2021 BUDGET FOR PERIOD 99
ACCOUNTS FOR:2019 2020 2020 2020 2020 2021 PCT
TECHNOLOGY FUND ACTUAL ORIG BUD REVISED BUD ACTUAL PROJECTION REQUEST CHANGE ____________________________________________________________________________________________________________________________________
2021B – Includes $15K that will be paid out of Technology Fund Reserves.
2020 Budget: $20,000 for project enhancements for cloud‐
based software (Traisr, PayTime, Planit, Edmunds,
SharePoint, Munis) including hardware setup
All ‐ IT Consulting Cloud/Network backup $40,000 $15,000 $15,500 $16,000 $16,500 $17,0002020 includes VEAMM's storage for police camera video
(reduced to $16,500 in 2021 under Watchguard cloud
storage below)
All ‐ IT ConsultingSpecial Projects ‐ Report writing,
integration, PC set‐up, etc. $5,000 $10,000 $10,000 $15,000 $15,000 $15,000
All ‐ Cyber Consulting Enhance network security New $20,000 $6,000 $23,000 $23,000 $23,000 $23,000 $23,000 2021: Evaluate for continuation in future years
All ‐ Wireless Network ‐ Public & Secure Upgrade or expand wireless
connectivityUpgrade $2,000 $500 Wireless upgrade for police mobile devices
All ‐ CISCO Switches Connects devices Replace $3,500 $3,500Multiple data cables plugged into a switch
for communication between networked devices.
All ‐ Server and Storage Area Network Replace $100,000 In 2022: still need as transition to the cloud?
All ‐ A/V System for Main Meeting Room Add battery backup New $8,000Prevent AV crash when power goes out; add noise
reduction device for hybrid meetings
All ‐ Laptops & Tablets: Monitor, Keyboard, Docking
Station, OS License, hardware. UPS batteries, desktop
Use of Fund 70 Balance for 1-time expenses $27,830 $15,000 0 $15,000
Total Technology Expenses+ $332,830 $229,540 $146,950 $376,490+ Details are on the 5-Year Technology Plan
Projected EOY Fund 70 balances $222,170 $207,170
* Includes $7,600 from Crime Prevention Fund for new CrimeWatch app.
Account 3531 = Transfer to Technology FundAccount 3708 = IT Maintenance
As we transition from a network with periodic large equipment purchases to cloud-based software with annual contracts, beginning in 2021 department-specific software is included in dept budgets. The remaining hardware and township-wide IT expenses are in Fund 70 and paid for by transfers from the dept budgets.
In 2020 and prior years, all IT expenses were budgeted in Fund 70, and paid for with fund 70 reserves and transfers from department budgets.
TOTAL TECHNOLOGY EXPENSES* $332,830 $376,490* Details are on the 5-Year Technology Plan
check: v. spreadsheet $332,830 $376,490Difference $0 $0
p g q p purchases to cloud-based software with annual contracts, beginning in 2021 department-specific software is included in dept budgets. The remaining hardware and township-wide IT expenses are in Fund 70 and paid for by transfers from the dept budgets.
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MEMORANDUM TO: Board of Supervisors FROM: Beth Jones, Finance Director SUBJECT: Real Estate Tax Levy Resolution DATE: December 1, 2020 Motion: To adopt resolution 2020-49 authorizing the real estate tax levy for 2021. There is no proposed change from the 2020 real estate tax levy to the 2021 real estate tax levy. The total tax rate remains at 0.714 mills for all real properties. The Second Class Township Code requires the Board to approve the tax levy resolution every year. A mill is one thousandth of one dollar. If our millage rate were expressed as a percent (as it is required to be shown in the resolution), it would be .0714% - or 7/100 of 1%. While not the lowest rate around, it is low. The owner of a home with an average assessed value in West Whiteland pays $121/year in real estate taxes to the Township. For comparison purposes, provided below are real estate tax comps from other local municipalities.
Municipality Millage Rate
Difference from WWT
2020 Anticipated
Real Estate Tax Collection
2020 Assessed Value
Uwchlan 0.120 -0.594 $184,237 $1.54 billion East Whiteland 0.445 -0.269 $755,820 $1.70 billion West Whiteland 0.714 NA $1,229,634 $1.72 billion Thornbury 0.995 0.281 $319,910 $321 million East Caln 1.250 0.536 $591,616 $473 million East Goshen 1.250 0.536 $2,072,447 $1.66 billion East Bradford 1.500 0.786 $1,219,014 $813 million West Goshen 2.000 1.286 $3,772,385 $1.89 billion Westtown 3.500 2.786 $2,875,874 $822 million West Chester 6.960 6.246 $5,291,015 $760 million average rate 1.87 average w/ highest & lowest removed 1.89
West Whiteland
WEST WHITELAND TOWNSHIP
RESOLUTION NO. 2020 - 49
FIXING THE TAX RATE FOR THE YEAR 2021
IT IS HEREBY RESOLVED AND ENACTED by the Board of Supervisors of West Whiteland Township that, pursuant to Section 3205 of the PA Second Class Township Code, the tax rate for the real property tax for the fiscal year 2021, shall be 0.714 mills on all real property. The total tax rate is
• 0.714 mills for all real properties or the sum of $.0714 cents on each $100 of assessed valuation.
By way of example, a homeowner with the average assessed value in the Township of $145,000 would pay Township property taxes of $103.53 ($145,000 * 0.000714 mills).
ADOPTED this 9th day of December, 2020.
WEST WHITELAND TOWNSHIP BOARD OF SUPERVISORS ______________________________ Rajesh Kumbhardare, Chair
MEMORANDUM TO: Board of Supervisors FROM: Beth Jones, Finance Director SUBJECT: Fund Balances DATE: December 1, 2020 Motion: Approve Resolution 2020-50 committing certain fund balances to the specified purposes. The Township’s fund balance policy, which is attached, follows the guidance in GASB Statement No. 54, ensures sufficient reserves will be in place for cash flow and emergency needs, and implements savings plans for capital projects. This memo summarizes staff’s recommended allocations of fund balance, and the fund balance spreadsheet (attached) lays out planned use of reserves. Other than balances that are restricted by law or other obligation, the Board can alter the fund balance allocations at any time by adopting a new resolution for committed funds or directing staff to make the changes for assigned funds. The only action needed tonight is approval of the resolution for committed fund balance and feedback on the other planned allocations. Here is a summary of the fund allocations, in compliance with the fund balance policy:
GOVERNMENTAL FUNDS
A. Restricted Funds (set by law, contract, funding requirements, etc.)
1. 100% of the Liquid Fuels Fund for road infrastructure, as required by state law
2. 100% of the Open Space Fund for open space acquisition and development, as required by Township ordinance
3. 100% of the Transportation Improvement Fund for transportation projects, as required by Township ordinance and approved development plans
4. 100% of the Historic Preservation Fund, as required by a bequest (this is a small fund included in the GF fund balance on the spreadsheet)
5. 100% of the proceeds from the 2020 bond issuance, as required by bond covenants
B. Committed Fund Balance (set by resolution of the Board of Supervisors)
1. $2,916,000 of the General Fund balance (25% of annual General Fund revenue, in accordance with the Township’s Fund Balance policy)
West Whiteland ~
2
C. Assigned Fund Balance (set by staff based on financial planning and accounting practices)
1. 100% of the Public Service Fund for capital projects or infrastructure
2. 100% of the West Whiteland Fire Company Equipment Fund for replacement of the fire company’s vehicles and equipment
3. 100% of the Township Equipment Fund for vehicle and equipment replacement
4. 100% of the Technology Fund for IT equipment and services
5. 100% of the Crime Prevention Fund balance for police services (small fund included with the GF fund balance in the spreadsheet for ease of presentation)
PROPRIETARY FUNDS
A. Sewer
1. 100% of the Sewer Operating Fund balance for operation and maintenance of the Township sanitary sewer system, with a minimum of $1,223,000 designated as operating reserve (35% of sewer operating fund revenue, in accordance with the Township’s Fund Balance policy)
2. 100% of the Sewer Construction Fund for capital projects and vehicle and equipment replacement, including:
a. Capital improvements to treatment plants $2,450,000
b. Repairs to pipes, pump stations $2,750,000
c. Clover Mill force main & pump station $690,000
d. Vehicle and equipment replacement $388,000
e. Emergency repairs Remaining balance
B. Solid Waste
1. 100% of the Solid Waste Fund balance for cash flow and operating reserves for collection of residential trash and recycling
Attachments: Fund Balance Resolution Fund Balance Policy Fund Balance Spreadsheet
3
WEST WHITELAND TOWNSHIP
RESOLUTION NO. 2020 - 50
COMMITTING AND DESIGNATING TOWNSHIP FUND BALANCES.
WHEREAS, Statement No. 54 from the Government Accounting Standards Board
requires classifications of fund balances to improve the usefulness of information presented about fund balances; and
WHEREAS, the Township's Fund Balance Policy requires commitment and designation of fund balances to support financial planning, cash flow, emergency needs and compliance with accounting standards;
NOW BE IT RESOLVED by the Board of Supervisors of West Whiteland Township to authorize the Township Treasurer to allocate various Township fund balances as follows:
1. Commit $2,916,000 of the General Fund balance as operating reserve 2. Designate $1,223,000 of the Sewer Operating Fund balance as operating reserve 3. Designate $242,000 of the Solid Waste Fund as operating reserve
Fund Balance Policy Last revised/approved: July 13, 2016
PURPOSE
West Whiteland’s fund balance policy is adopted in order to secure and maintain investment-grade credit ratings, meet seasonal shortfalls in cash flow, plan for capital improvements and reduce susceptibility to emergency or unanticipated expenditures and/or revenue shortfalls.
The Township will maintain fund balances in accordance with the Governmental Accounting Standards Board (GASB) Statement No. 54, “Fund Balance Reporting and Governmental Fund Type Definitions.”
DEFINITIONS
FUND BALANCE is the difference between assets and liabilities reported in a fund.
FUND BALANCE CLASSIFICATIONS, as defined by GASB, in descending order of restrictions:
NONSPENDABLE FUND BALANCE is: (a) not in spendable form, including items that are not expected to be converted to
cash such as inventories and prepaid amounts; and (b) legally or contractually required to be maintained intact, such as the principle
in a permanent fund.
Examples of West Whiteland’s nonspendable fund balance are inventories of purchased gas and diesel for use in Township vehicles and trash bags to be sold to residents.
RESTRICTED FUND BALANCE can be spent only for specific purposes:
(c) as stipulated by external sources such as creditors, grantors, contributors or laws or regulations of other governments; or
(d) imposed by law through constitutional provisions or enabling legislation.
Examples of West Whiteland’s restricted fund balance are debt service escrows (bond covenants), liquid fuels fund (state grant), open space fund (township ordinance) and transportation improvement fund (township ordinance, including traffic impact fees).
COMMITTED FUND BALANCE can be used only for the specific purposes determined by resolution of the West Whiteland Township Board of Supervisors. In contrast to restricted fund balance, the Board of Supervisors retains the ability to change the designation of committed funds by adopting a new resolution to that effect.
Examples of West Whiteland’s committed fund balance include operating reserves and commitments to long-term unfunded retirement benefit liabilities as specified in pension plans and/or collective bargaining agreements.
ASSIGNED FUND BALANCE includes fund balance amounts established by the Township Manager and presented annually to the Board of Supervisors that indicate the proposed use in the next budget year or a plan for use in future years for specific purposes that are neither restricted nor committed.
Examples of West Whiteland’s assigned fund balance include savings for future capital projects in the public service fund and funding assigned to the equipment replacement, fire equipment replacement and technology funds.
UNASSIGNED FUND BALANCE is the residual classification for the general fund. This classification represents fund balance that has not been assigned to other funds and that has not been restricted, committed, or assigned to specific purposes within the general fund. Only the general fund will have unassigned fund balance.
For planning purposes, West Whiteland uses an additional classification:
DESIGNATED FUND BALANCE is the portion of a restricted or proprietary fund, such as the transportation improvement fund, that is intended to be used for a specific project.
FUND BALANCE POLICY FOR THE GENERAL FUND, INCLUDING RELATED CAPITAL FUNDS
Restricted fund balance.
There is no restricted fund balance within the general fund. However, there are related funds that are restricted.
The liquid fuels fund is restricted to the annual state grant funded by the state gas tax that funds a portion of the maintenance costs of Township roads.
The transportation improvement fund and open space fund are restricted to contributions made by developers as required by ordinance. Within the transportation improvement fund and open space fund, portions of the fund balance are designated or planned for future capital projects.
Committed fund balance.
(a) Fund balance may be committed for purposes, including, but not limited to: 1. setting aside funding to meet long-term unfunded liabilities; 2. establishing reserves for emergencies or economic down turns; and/or 3. setting aside amounts for specific pending projects.
(b) Fund balance will be committed to meet unfunded liabilities, such as for pensions or
retiree medical benefits, that are identified in the annual audit.
(c) Fund balance will be committed for operating reserves equivalent to 25% of general fund budgeted operating revenue. If the annual audit identifies that the committed fund balance has fallen below this threshold, the Township Manager will submit a plan to the
Board of Supervisors to restore the committed fund balance to acceptable levels within two years.
(d) The appropriation of committed fund balances may be considered in conjunction with
the annual budget adoption process or by budget amendment approved by resolution of the Board of Supervisors during the fiscal year.
Assigned fund balance.
(a) Fund balance may be assigned for purposes, including, but not limited to: 1. setting aside funding for expected capital projects or purchases; 2. setting aside funding to be used as matching funds for potential grants; and/or 3. setting aside amounts for specific planned or anticipated projects.
(b) Fund balance will be assigned to meet the expected the short- and intermediate-term needs for vehicles, equipment and technology.
(c) Fund balance will be assigned to support anticipated projects identified in the
capital improvement plan.
(d) Assigned fund balance may be appropriated for expenditure in the subsequent year depending on the timing of the project for which it was assigned.
FUND BALANCE POLICY FOR THE SEWER FUND, INCLUDING RELATED CAPITAL FUNDS
The sewer operating and capital funds are restricted to revenue and expenditures for the operation and maintenance of West Whiteland’s sanitary sewer system. Within the sewer funds, portions of the fund balance are designated for planned projects and reserves.
(a) Fund balance may be designated for purposes, including, but not limited to:
1. Establishing reserves for emergencies or other anticipated operating needs; 2. Identifying expected funding for capital projects or purchases; 3. Setting aside funding to be used as matching funds for potential grants; and/or 4. Setting aside amounts for specific projects.
(b) Fund balance will be designated for operating reserves equivalent to 35% of sewer fund
budgeted operating revenue. If the annual audit identifies that the fund balance has fallen below this threshold, the Township Manager will submit a plan to the Board of Supervisors to restore the committed fund balance to acceptable levels within two years.
(c) Fund balance of at least $1 million in capital funds will be designated for emergency repairs.
(d) Fund balance will be assigned to support anticipated projects identified in the
capital improvement plan.
(e) Fund balance will be delegated to meet the expected the short- and intermediate-term needs for vehicles, equipment and technology.
(f) The appropriation of delegated fund balances may be considered in conjunction with
the annual budget adoption process or by budget amendment approved by resolution of the Board of Supervisors during the fiscal year.
COMPLIANCE
The Township first uses any available grant or non-Township revenues to meet its financial obligations. For Township resources, when both restricted and unrestricted fund balance is available, the Township will budget for and use restricted amounts first when expenditures are incurred for which restricted amounts could be used. Additionally, the Township would budget for and use committed fund balance, followed by assigned fund balance, for expenditures that are permitted in those classifications.
Compliance with the provisions of this policy shall be reviewed as a part of the annual budget process, and the amounts of restricted, committed, assigned, and unassigned fund balance shall be determined during this process.
WEST WHITELAND TOWNSHIP2021 Planned Use of Fund Balances
Gen FundLiq Fuels
Public Service (65)
Transp Improve (04)
Open Space (07)
WWFC Equip (55)
Twp Equip (50) IT (70) GF & Gov't
SUBTOTALSEWER
(02 & 03)SOLID
WASTE (12) TOTAL
Fund Balance (Actual) as of 12/31/2019 15,391,238 2,355,440 3,866,824 1,782,498 1,142,228 784,309 250,001 25,572,538 20,542,448 483,458 46,598,444Projected and Actual Changes to Fund Balance in 2020
Police Compensated Absences - GF planned reserves (45,000)Historical Fund for hist. resource study (19,000)Crime Prevention Fund - 2020 expenses (8,300)Liquid Fuels - use of reserves in 2020 0Contributions due to Development/Donations 108,549 2,000Parks Upgrades/Rehab (22,916) (1,084)Municipal Complex (69,400)Public Works Facility (200,000)Exton Park - Total Twp funding for Phase 1 (50,000)Ship Rd Couplet - Act 209 total project (40,000)Whitford Rd turn lane - Act 209 total project (85,000)Ship & King Intersection StudyCVT to ETS (385,000) (715,000)Rt 100 NB lane (2,000)Bond Proceeds (restricted) 6,095,510Sewer vehicles and equipment (281,244)Sewer capital projects (408,000)Sewer treatment plant upgrades (345,000)
Per GASB 54 - RESTRICTED: stipulated by law, funders; COMMITTED: unrestricted $ set aside by BOS; ASSIGNED: unrestricted $ set aside by Mgr In governmental funds other than the GF, assigned fund balance represents the remaining amount that is not restricted or committed.WWT Category - DESIGNATED: unrestricted $ set aside by BOS or Mgr*Includes Funds 1, 16 Historical Fund, 35 Liquid Fuels Fund and 95 Crime Prevention.
Planning for 2021+
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MEMORANDUM TO: Board of Supervisors FROM: Beth Jones, Finance Director SUBJECT: Fund Transfers DATE: December 3, 2020 Motion: To adopt resolution 2020-51 authorizing the transfers as outlined in the resolution. The Township’s long-term practice of careful planning, saving, and spending has led to significant General Fund reserves. Staff is recommending transferring some of these reserves from the General Fund to restricted retirement or capital reserve funds to align the reserves with Township plans, allow for prudent use in future budgets and free up operating revenue in 2021 and beyond. Even after the use of $3.8M of reserves, the Township’s General Fund reserves remain very healthy at over $12M. The proposed transfers and the supporting rationale are: • $800,000 from General Fund reserves and the balance of Fund 40 (Retiree Medical) to the
OPEB Trust, eliminating the need for an annual $245,000 contribution from the General Fund and allowing for payment of post-retirement benefits from the OPEB Trust,
• $500,000 from General Fund reserves to the Public Service Fund as a pool for replacements/upgrades to existing park facilities, eliminating the need for an annual $50,000 contribution from the General Fund,
• $500,000 from General Fund reserves to the Public Service Fund as a pool for municipal complex replacements/upgrades, eliminating the need for an annual $25,000 contribution from the General Fund, and
• $2,000,000 from General Fund reserves to the Public Service Fund for future stormwater
and other projects (to be approved in future Capital Project Plans).
West Whiteland
WEST WHITELAND TOWNSHIP
RESOLUTION NO. 2020 - 51
WHEREAS, Section 3202(f) of the Pennsylvania Second Class Township Code permits
transfers of unencumbered moneys from the General Fund into other funds; NOW, THEREFORE, it is hereby resolved by the Board of Supervisors of West
Whiteland Township to authorize staff to make the following transfers by December 31, 2020:
• $800,000 from General Fund reserves and the balance of Fund 40 (Retiree Medical) to the OPEB Trust,
• $500,000 from General Fund reserves to the Public Service Fund as a pool for
park facilities replacements and upgrades,
• $500,000 from General Fund reserves to the Public Service Fund as a pool for municipal complex replacements and upgrades,
• $2,000,000 from General Fund reserves to the Public Service Fund for future
stormwater projects and other projects (to be approved in future Capital Project Plans).
ADOPTED this 9th day of December, 2020.
WEST WHITELAND TOWNSHIP BOARD OF SUPERVISORS ______________________________ Rajesh Kumbhardare, Chair
MEMORANDUM TO: Board of Supervisors FROM: Beth Jones, Finance Director SUBJECT: Budget Amendments – 2020 Budget DATE: December 1, 2020 Motion: To amend two line items of the 2020 Budget, increasing Roads MS4s (01.4300-3306) to $40,000 and Codes Contracted Services (01.4130-3450) to $50,000. Spending changes associated with these line items have been discussed with the Board during the year. The budget amendment will clean up the budget to align with spending changes. Underway in the Roads Department is a GIS mapping project utilizing engineering services to comply with the NPDES permit and DEP comments on the Township’s renewal of the NPDES permit. Increased use of engineering services has led to the need for increased funding. Budgeted amount = $20,000 Current actual = $29,013 Projection = $40,000 MS4 = Municipal Separate Storm Sewer System NPDES = National Pollutant Discharge Elimination System The Codes Department has increased its use of contracted service providers to complete necessary permit reviews and inspections. The contracted service providers were and continue to be necessary to supplement staff due to vacancies and the large volume of development. This budget increase in contracted services is more than offset by the decrease in spending for salaries in the Codes Dept. Budgeted amount = $20,000 Current actual = $28,524 Projection = $50,000
West Whiteland
CAD55
101 Commerce Drive Exton, Pennsylvania 19341
Police Department
Tel: (610) 363-0200 Fax: (610) 363-6671
www.westwhiteland.org
MEMORANDUM
To: Board of Supervisors
From: Chief Ralph W. Benson III
Date: December 9th, 2020
Re: Board of Supervisors Approval of Police Policies
Motion: To approve the six policies noted in Chief Benson’s memo date December 9th, 2020 for inclusion in the West Whiteland Township Police Policy and Procedure Manual.
The police department reviews each policy annually. With each review there are often
revisions based upon case law, best practices or procedural changes. The above policies have been revised and are ready for your review:
These policies have been thoroughly vetted and meet current police accreditation standards. The policies were also reviewed and approved by select members of the department, to include a representative of the police officer's association.
• Field Training & Evaluation Program (11 Pages)
• Current Updated Policy since November 2019
• Last Approved by Board of Supervisors May 2017
• Changes made to III Program Structure, B, 4-added (a &c)
• Changes made to V Duties and Responsibility, B- added (1)
• Changes made to XI Reporting Requirements, B- added (6)
• Traffic Enforcement and Control (17 Pages)
• Current Updated Policy since April 2019
• Last Approved by Board of Supervisors October 2018
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Field Training & Evaluation Program – 12/10/2020 - Page 1 of 12 Approved by the Board of Supervisors 12/9/2020
SUBJECT: FIELD TRAINING & EVALUATION PROGRAM EFFECTIVE DATE: December 9th, 2020 NUMBER OF PAGES: 11
ACCREDITATION STANDARDS: 1.10.4 BY THE ORDER OF: Chief of Police Ralph W. Benson, III
PURPOSE: The purpose of this general order is to establish a Field Training & Evaluation Program
facilitating the transition from academy training to agency-specific training. The academy has provided extensive instruction in the theory of police work combined with simulated practical exercises. The purpose of the Field Training and Evaluation Program is to provide probationary police officers (PPO) with training in skills acquired at the academy with a new "Practical" operative setting and to evaluate his/her ability to successfully complete the responsibilities required of all West Whiteland Township police officers.
POLICY: The Field Training & Evaluation Program is designed to augment the basic training
courses taught at the police academy and commences upon the graduation of each PPO from the academy or upon hire, whichever is later. Each PPO is assigned to an experienced police officer that has been selected to mentor him or her through their field training. The West Whiteland Township Police Department must always strive to maintain the highest standards of professionalism. The Field Training & Evaluation Program has been developed to meet this responsibility. The standards for proficiency set by the Field Training & Evaluation Program are developed to ensure that each sworn law enforcement officer completing the program will have received the necessary instructions and guidance under field conditions to meet the minimum standards of the department.
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PROCEDURE:
I. PROGRAM OBJECTIVES
A. The West Whiteland Township Police Department’s Field Training & Evaluation Program has been designed and implemented to meet the following objectives:
1. Produce a highly trained and positively motivated police officer capable of
meeting or exceeding standards of performance required by the West Whiteland Township Police Department and the community.
2. Provide consistent, standardized training to all newly hired police officers
and provide remedial training in those areas where deficiencies are identified.
3. Improve the Department’s screening process by providing on-the-job
observation of each probationary police officer’s performance. 4. Establish an appraisal system, which is valid, and job related, utilizing a
standardized, uniform approach for documentation of a probationary police officer's performance.
5. Provide qualified field training officers and supervisors with additional
training and opportunities to develop leadership skills in order to enhance career satisfaction.
6. Ultimately increase the overall efficiency and effectiveness of the
Department by developing highly trained, professional police officers capable of meeting standards and ethics required by the community.
II. DEFINITION OF TERMS
A. Field Training & Evaluation Program (FTEP) - A structured and closely supervised program provided to PPOs that facilitates the application of skills and knowledge obtained in the academy/classroom to actual performance in on-the-job situations.
B. Field Training Sergeant (FTS) - Supervisor responsible for the administration,
management and supervision of the Field Training & Evaluation Program. The Field Training Sergeant shall report to the Lieutenant.
C. Field Training Officer (FTO) - A specially selected and trained officer who
provides field training to PPOs, and participates in the evaluation of the PPO. D. Probationary Police Officer (PPO) - A newly hired/sworn law enforcement officer
who has successfully completed the required training course and is certified by the Municipal Education and Training Act (MPOETC) Commission.
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III. PROGRAM STRUCTURE
A. Duration
1. The duration of the Field Training & Evaluation Program shall consist of a four-month (56 shifts) program. Although the duration may be shortened or extended with the approval of the Chief of Police, the program duration shall never fall below 4 weeks or 160 hours. The program will be broken down into four phases (1-4).
2. Each PPO will be assigned to a Field Training Officer. 3. Firearms, less-lethal and use of force training will be conducted by certified
firearms and less-lethal instructors. These instructors will be responsible for completing the appropriate sections within the Task Analysis Workbook.
B. Field Training & Evaluation Program Phases
1. Phase 1 (14 Shifts):
a. In Phase 1, the PPO will complete all administrative paperwork required by West Whiteland Twp. and the West Whiteland Twp. Police Department for employment. The PPO will also complete Firearms training, Less Lethal training and Use of Force training. All four of these tasks will be completed satisfactorily prior to the PPO being placed with the FTO on a patrol rotation.
b. During Phase 1, the PPO will be responsible for showing
proficiency in the following task areas prior to being released from this phase: 1) Orientation of Important Locations 2) Organizational Procedures 3) Daily Report and Time Reporting 4) Vehicle Checks and Report of Damages 5) “Routine” Traffic Stops 6) Patrol Forms (Accident, Tow, Consent Search, etc.) 7) Citations (Traffic via TraCS, Non-Traffic and Parking) 8) Live Scan and Lock-up Procedures 9) Radio and MDC Communications 10) Uniform Requirements and Preparation for Patrol 11) Patrol Vehicle Operations 12) Policy Overview
2. Phase 2 (14 Shifts):
a. In Phase 2, the PPO may be assigned to an alternate FTO. During this phase, the FTO will check for the understanding of all items covered in Phase 1. The PPO may also be assigned to the Criminal
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Investigations Division for two shifts, preferably to an FTO within CID.
b. During Phase 2, the PPO will be responsible for showing
proficiency in the following areas prior to being released from this phase: 1) High Risk Vehicle Stops 2) Accident Investigations 3) Routine and Hazardous Call Response 4) Speed Timing Devices 5) Stop Sticks 6) CODY 7) Evidence Handling, Storage and Logging 8) Court Hearings 9) DUIs
c. During this Phase, the PPO should be handling most assignments
as the primary officer with the FTO providing close guidance to the adherence of West Whiteland Township Policy. Prior to continuing to Phase 3 the PPO will successfully complete a written test showing that the PPO is proficient in the tasks that were observed/performed in Phase 2.
3. Phase 3 (14 Shifts):
a. In Phase 3, the PPO may again rotate to a different FTO. During this phase, the FTO will check for the understanding of all items covered in Phase 2. The PPO should be handling all assignments with the FTO merely observing unless there is an issue of officer safety. During Phase 3, the PPO will be responsible for showing proficiency in the following areas prior to being released from this phase:
1) Emotional Adjustment 2) On-View Arrests and Officer Initiated Arrests 3) Major Crime Scene Response 4) Serious Accident Investigation
b. During this phase, the FTO will ensure that all items within the Task
Analysis Workbook have been completed and that the PPO has no further questions on any of the tasks that were performed or observed. The PPO will begin solo Patrol with approval of the FTO Sergeant. The FTO will be required to “Shadow” the PPO on all assignments and contacts with the public. Prior to continuing to Phase 4 the PPO may be required to complete a written test showing that the PPO is proficient in the tasks that were observed/performed in Phase 3.
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4. Phase 4 (14 Shifts):
a. During this phase, the PPO will be assigned to their new patrol squad for solo patrol. The PPO will have the ability to handle assignments by themselves and conduct self-initiated activities. During this phase the Field Training Sergeant will review a minimum of (4) four mobile video recordings related to traffic stops and (6) six body worn camera (BWC) recordings of PPO activity related to arrests, processing and/or investigation. The Field Training Sergeant will also solicit the Patrol Sergeant of the PPO to forward to him a minimum of 10 paper printouts of uncorrected CODY reports that the PPO has submitted to the sergeant as a completed product. These reports shall be selected at random by the PPO’s sergeant during the course of this phase. Should no violation of policy or officer safety issues be found, the PPO will have satisfactorily completed this phase. If concerns are found, they will be immediately addressed by the PPO’s sergeant, the Field Training Sergeant, and the lieutenant. Remedial training may be assigned during this Phase by the Field Training Sergeant or the lieutenant, to include the PPO returning to the FTO or additional written testing to evaluate the PPO’s level of understanding.
b. The Field Training Officers will complete Bi-weekly Evaluation
Reports (BWER) for submission throughout Phases 1-3. These reports will be reviewed and digitally signed by the PPO, the FTO, the Field Training Sergeant, the Lieutenant, the Captain and the Chief of Police in a timely fashion. The reports will be maintained in the PPO’s Power DMS training file.
c. At the conclusion of Phase 4, the Field Training Sergeant will then
offer his opinion, via WWPD Memorandum to either release the PPO from the Field Training and Evaluation Program or to require additional training, to the Chief of Police via the chain of command.
C. Release from Field Training and Evaluation Program
1. The PPO’s patrol sergeant will submit to the Field Training Sergeant a written memorandum recommending the PPO be released from the Field Training and Evaluation Program at the conclusion of Phase 4. Upon review and concurring opinion, the Field Training Sergeant will forward to the Lieutenant the recommendation that the PPO be released from the Field Training and Evaluation Program at the conclusion of Phase 4.
IV. FIELD TRAINING OFFICER ELIGIBILITY AND SELECTION PROCESS
A. The success of the Field Training & Evaluation Program depends on the abilities and efforts of the personnel instructing the PPO. It is important that the FTO is properly motivated, trained, and has the desire to instruct. The following minimum guidelines are established for becoming a West Whiteland Township Police Department Field Training Officer:
1. Above average job skills, knowledge and ability;
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2. Good interpersonal relations and communications skills; 3. One or more years of patrol experience; 4. Exhibited loyalty and dedication to the West Whiteland Police Department;
and 5. Completion of a Field Training Officer Training Program.
B. When a vacancy occurs for an FTO, the first line supervisor shall recommend
qualified officers to the Chief of Police. C. The Chief of Police will then select the Field Training Officer based upon the
recommendation. V. DUTIES AND RESPONSIBILITIES
A. Field Training Sergeant
1. The Field Training Sergeant shall be responsible for overseeing the Field Training & Evaluation Program, as designated by the Chief of Police or designee.
2. The Field Training Sergeant shall be responsible for the general control and
evaluation of the Field Training & Evaluation Program, as well as the continued monitoring of all probationary patrol officers for the duration of their probationary employment period.
3. The Field Training Sergeant shall be responsible for planning, directing,
and evaluating field training assignments and any changes in such assignments or variations in the length of the assignments.
4. The Field Training Sergeant shall work closely with the shift supervisors of
PPOs during and after the completion of Field Training & Evaluation Program assignments to determine and correct any training deficiencies and may recommend remedial training for the PPO.
5. The Field Training Sergeant shall facilitate the assembly of information
relating to a PPO's progress to the Lieutenant. 6. The Field Training Sergeant will establish and manage the training
schedule for the PPO during the four (4) phases of Field Training. Schedules will be accurately maintained in PlanIt scheduling.
B. Supervision of Personnel
1. Shift supervisors have ultimate supervisory authority over all personnel assigned to a respective shift, including the Field Training Officer and PPO. Review of mobile video recordings may be used to ensure compliance with policy and procedure.
2. Field Training Officers and PPOs are accountable to the Field Training
Sergeant for all matters pertaining to the Field Training & Evaluation Program.
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3. Field Training Officers also perform regular patrol duties. The appropriate shift supervisors oversee regular shift duties performed by the Field Training Officer and the PPO. Shift supervisors may intervene in any field training activities that they consider unsafe or inappropriate but shall inform the Field Training Sergeant of any such actions taken as soon as practicable. Shift supervisors that gain information concerning undesirable conduct or poor performance of a Field Training Officer or PPO shall forward the information to the Field Training Sergeant.
C. Field Training Officers
1. Field Training Officers are the essential means by which the goals of the program are achieved, specifically, the maturation of a police officer able to work in a safe, skillful, productive, and professional manner.
2. Field Training Officers have two primary roles to fulfill: (1) that of a police
officer and (2) that of an evaluator, trainer, and role model for the PPO. 3. Field Training Officers will be responsible for the PPO during the Field
Training & Evaluation Program. 4. Specifically, the FTO and PPO relationship closely parallels that of the
supervisor/subordinate. The PPO shall work under the direct supervision of his or her FTO and is to obey all orders and instructions. Likewise, the FTO shall be held responsible for directing, guiding and evaluating the PPO during his or her training.
5. When demonstrating various techniques, the FTO shall be prepared to
explain every procedure in the best manner as he or she possibly can. The FTO shall be prepared to explain the reasons for using a particular method or technique.
6. If the actions of the PPO constitute a hazard or create a potentially
dangerous situation to either citizens or employees, the Field Training Officer must take whatever action is necessary to reduce the hazard and ensure that safety practices are followed. In addition, the Field Training Officer must ensure that the PPO’s actions are legal and ethical at all times, without exception.
7. All administrative paperwork associated with this program will be forwarded
to the Field Training Sergeant electronically.
D. Probationary Police Officers (PPOs)
1. PPOs engaged in the Field Training & Evaluation Program shall adhere to the following rules:
a. Any PPO taking police action off-duty shall request that a supervisor
respond to the scene. Any off-duty police involvement outside the Township of West Whiteland by a PPO will be reported to the West Whiteland Township Police Department highest ranking officer on duty as soon as practicable.
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b. All paperwork completed by the PPO must be submitted through the Field Training Officer until released from the training program.
c. PPOs shall consider their Field Training Officer as their first line
supervisor and shall adhere to the chain of command accordingly until released from the training program.
VI. TRAINING
A. When applicable, the Field Training Sergeant shall liaison with the police academy
staff to learn about a PPO’s progress while at the academy. B. All candidates selected to become Field Training Officers shall be trained in their
duties and responsibilities, including the procedural requirements of this general order by the Field Training Sergeant.
C. When operationally feasible, all newly designated Field Training Officers will
complete a formal Field Training Officer course. D. Incumbent Field Training Officers should receive refresher training regarding this
program, minimally on a triennial basis. Additionally, the Field Training Sergeant shall ensure that all Field Training Officers review the contents of this general order before they are assigned a newly hired PPO.
VII. ROTATION OF FIELD ASSIGNMENTS
A. The PPO will be rotated though various geographical areas, shifts/tours and Field Training Officers to provide exposure needed to become a well-developed officer.
VIII. STANDARDIZED EVALUATION GUIDELINES
A. Evaluation processes shall be the same for all PPOs, and Field Training Officers shall follow strict compliance with the Standardized Evaluation Guidelines.
B. No prejudicial or bias evaluation can be tolerated if the program is to be reliable. C. Rating Application: The rating system on the Daily and Bi-Weekly Evaluation
Reports is displayed numerically from 1 to 3. 1 being unacceptable and 3 being superior. A rating of 2 will be considered acceptable and is the minimum standard required in every category. A rating below that of 2 shall automatically dictate remedial training in that particular category. Any rating of unacceptable or superior must be substantiated in the narrative section provided on the form. The Field Training Officer (FTO) will assign N/O to any category not observed before the completion of a Daily Evaluation Report (DER). The probationary police officer (PPO) will receive a copy of the enclosed guidelines so that he/she knows in advance what categories will be rated and monitored.
XI. REPORTING REQUIREMENTS
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A. It is essential that every step in this program be documented. It is important that these reports be completed properly. These reports are being utilized to document the progress or lack of progress of the PPO and exactly what was taught to the PPO during the program.
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B. The reporting requirements of this program are as follows:
1. Daily Evaluation Report (DER)
a. A DER will be completed for every patrol day the PPO works. When completing the DER, the FTO will score every category. The narrative section is not mandatory but shall be used to specify particular actions by the PPO suggesting remedial training or praise. The FTO will complete all appropriate spaces of the report within Guardian Tracking. The FTO will also place the date, shift and PPO’s name on the report where indicated. This form will be shared with the PPO digitally. The chain of command will review the forms in Guardian Tracking prior to permanent filing in the PPO’s personnel file. The DER was designed to assist the FTO with compiling strengths and weaknesses of the PPO for completion of the Bi-Weekly Evaluation.
2. Bi-Weekly Evaluation Report (BWER)
a. Each Bi-Weekly Evaluation Report (BWER) covers one complete rotation, be it (7) seven day or night shifts. The FTO will place his printed name, signature and badge number in the appropriate spaces of the report. The FTO will also place the date, shift and PPO’s name on the report where indicated. The BWER will be completed by the FTO and shall be scored by referring to DERs and using numerical scores of 1 to 3. The FTO shall strive to include comments on each evaluation in the appropriate narrative section of the form for each category if observed. The PPO will also receive and sign a copy of each completed BWER so that he/she may track their progress. The FTO shall forward the original copy of the evaluation to the FTO Sergeant for recording and analysis, after which it shall be sent along the chain of command. Bi-Weekly Evaluations will be compiled at the end of the program to formulate a Final Memorandum.
3. Task Analysis Workbook
a. The FTO will maintain a Task Analysis Workbook for the PPO that
must be completed prior to the PPO being released from each phase of training, and ultimately from the program.
b. Items from future phases can be completed early should the
situation arise. Tasks completed early will count towards completion of the future phase.
4. Remedial Training Plan
a. A Remedial Training Plan shall be used by the FTO to document the
remedial training provided to the PPO when unacceptable performance has been observed/documented.
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b. The FTO will describe the specific assignment given to the PPO to correct their performance deficiency. The assignment will be given in specific performance goals.
c. PPOs are expected to be performing at an acceptable level in their
identified area(s) of weakness by the end of the remedial training period.
d. A written explanation must be provided if the remedial training plan
was not completed. e. If the PPO is performing at an acceptable level in all areas for which
they were receiving remedial training, they should continue in phase to completion of the Field Training & Evaluation Program.
f. If the PPO is not performing at an acceptable level at the conclusion
of the remedial training plan, a decision must be made to either provide another remedial training plan or recommend termination.
5. PPO Performance Deficiencies
a. Performance deficiencies shall be used during the Field Training and Evaluation Program when a PPO is in need for disciplinary action that would have a bearing on the progress of the PPO’s field training.
b. Any incident, no matter how insignificant it may seem at the time,
should be documented and forwarded through Guardian Tracking. Incidents that should be reported would consist of violations which might include: 1) Failure to report to work on time 2) Reporting for work without proper equipment 3) Reporting to work intoxicated 4) Unacceptable hair length 5) Poor uniform appearance 6) Insubordination to FTOs and/or supervisors
8. Other Police Reports
a. The PPO shall be required to complete agency specific reports
during their Field Training & Evaluation period.
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XII. FIELD TRAINING & EVALUATION PROGRAM RECORDS
A. The Field Training Sergeant is responsible for creating a Field Training & Evaluation Program file for each new PPO. The Field Training & Evaluation Program file shall include all documentation of a PPO’s performance throughout the training period.
B. Field Training Officers are responsible for ensuring that all required Field Training
& Evaluation Program documentation is forwarded to the Field Training Sergeant. It is the Field Training Sergeant’s responsibility to ensure that all necessary documents are included in the PPO’s Field Training & Evaluation Program file within Power DMS.
C. The Field Training & Evaluation Program files shall be maintained in accordance
with the Pennsylvania Museum Commission Retention Schedule.
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EFFECTIVE DATE: December 9th, 2020 NUMBER OF PAGES: 17
ACCREDITATION STANDARDS:
2.4.1, 4.1.1
BY THE ORDER OF: Chief of Police Ralph W. Benson, III
PURPOSE: To establish guidelines for stopping and contacting traffic law violators that ensures the
safety of both the violator and the police officer. The purpose of this policy is to establish uniform guidelines for officers to follow regarding traffic direction, control, and enforcement action(s) incidental to a violation.
POLICY: It is the policy of the West Whiteland Township Police Department to enforce traffic laws
for the purpose of reducing the number of traffic accidents and related injuries and deaths. Therefore, officer’s enforcement actions, and their decisions about the type of enforcement action to take in any given situation, should include careful consideration of the nature and seriousness of the violation, the intent of the driver, and the effect of the violation on the violator, other motorists and/or pedestrians.
Officers will initiate enforcement action based on a combination of training, experience, and common sense. In the absence of specific direction elsewhere, officers should operate on the premise that deliberate violations of traffic laws and hazardous violations deserve a more vigorous enforcement effort than do inadvertent violations or nonhazardous violations. Further, the department places greater emphasis on the quality of an officer's traffic law enforcement efforts, rather than the quantity. All uniformed officers share responsibility for traffic law enforcement. Supervisors will consider these factors in evaluating the traffic enforcement work of subordinates. The department expects all uniformed officers to contribute to the traffic enforcement effort, but does not establish quantitative objectives for individual officers, such as ticket quotas.
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PROCEDURES:
I. MOTOR VEHICLE STOPS
NOTE: The primary purpose of this general order is to provide standardization of the procedures for officers conducting motor vehicle stops and therefore, this general order contains general guidelines to be utilized by officers when conducting stops. It is recognized that guidelines cannot address every situation that officers may encounter and therefore, officers may deviate from the guidelines whenever operationally necessary and reasonable.
A. Stopping and Approaching Traffic Violators- The following procedures are to be
followed whenever possible. It is recognized that varying conditions such as roadway construction, volume of traffic and the urgency of making vehicle stops may require officers to adjust these procedures to particular conditions. 1. Officers shall perform vehicle stops only when they have reason to do so.
2. Once an initial decision has been made to stop a motorist, the officer shall
select an area that provides reasonable safety, avoiding curves, hills, heavily trafficked and poorly lit areas and roads without shoulders. Whenever possible, the officer shall also avoid the use of private drives, business locations, and areas where a large volume of spectators are likely to gather.
3. When a location has been selected for the stop, the officer shall notify the
communications center of its nature, providing: unit location, a description of the vehicle, vehicle tag number and the number of occupants. At the officer’s discretion or dispatcher’s request, additional information may be exchanged.
4. At the desired location, the officer should signal the operator to stop at the
far right side of the roadway or at the safest shoulder by activating the overhead emergency lights and siren as necessary.
a. On multilane roads, the officer may facilitate movement to the right
shoulder by gradually changing lanes behind the violator until the right side of the roadway is reached.
b. Should the violator stop abruptly in the wrong lane or location, the officer should instruct him to move by using the appropriate hand signals or by activating the vehicle’s public address system.
5. Once properly stopped, the officer should position the police vehicle about
one to one-half car length behind the violator’s vehicle and at a slight angle, with the front approximately two (2) feet to the traffic side of the violator’s vehicle. a. At night, the spotlight should not be used to direct the violator but
may be used to illuminate the vehicle’s interior once stopped. The patrol vehicle should use its low beams if high beams would blind oncoming motorists.
6. When exiting the patrol vehicle, the officer should be particularly alert to suspicious movements or actions of the vehicle operator or passengers.
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7. Upon approach of the vehicle, the officer should endeavor to touch the rear
of the vehicle in the area of the vehicle’s trunk lid in such a manner as to deposit his/her fingerprints.
8. Approaching from the passenger’s side, the officer should be observant of the passenger compartment and stop at a point to the rear of the trailing edge of the right front door in order to communicate with the driver. a. Where circumstances dictate, particularly where traffic is not close
enough to create a potential problem, the officer may choose to approach the violator’s vehicle from the left-hand side and stop at the trailing edge of the left front door.
b. When the violator’s vehicle has occupants in the rear seat, the
officer should approach to a point near the leading edge of the right front door, being particularly observant of occupant movements and choosing a path that will not allow the occupants to thrust the door open against the officer.
c. In two-officer police vehicles, the passenger officer shall be
responsible for radio communications, note taking and relaying messages to the communications center. The passenger officer will also act as an observer and cover for his or her fellow officer.
9. Non-uniformed officers operating unmarked patrol vehicles with concealed
emergency lights and siren shall not normally make vehicle stops for traffic violations. In situations where failure to act would create unreasonable risks of injury, death or significant property damage or would substantially interfere with a criminal investigation, such personnel shall activate emergency lights and siren to make the traffic stop, then immediately contact the communications center to request a marked patrol unit to take control of the stop.
10. Non-uniformed officers operating vehicles not equipped with emergency
lights or siren shall not make motor vehicle stops unless there is imminent danger of loss of life should they fail to act. In other less urgent cases that demand attention, officers shall contact the communications center, request that a marked patrol vehicle perform the stop, and assist in directing the marked unit to the subject vehicle’s location.
B. Stopping and Approaching the Motorist:
1. In cases where a motorist must be stopped from oncoming traffic, the following actions may be taken: a. Drive the police vehicle to the extreme right portion of the roadway
and, as the violator approaches, signal him to stop by using hand signals and emergency lights.
b. Because of the potential hazard involved, an officer shall not leave his or her vehicle when attempting to stop oncoming motorists.
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c. If the subject motorist complies with the instructions, the police vehicle may then be turned around and appropriately positioned to the rear of the violator’s vehicle.
d. Should the motorist fail to comply with the officer’s instructions, the officer should turn the vehicle around and pursue, stop and approach the violator in the prescribed manner.
C. Stopping a Following Violator:
1. When stopping a motorist to the rear of the police vehicle, the following procedures may be followed: a. The officer should drive to the right shoulder of the road and, as the
violator approaches, signal him to stop. b. The officer should not exit the vehicle in order to signal the subject
motorist. c. Should the motorist fail to comply, the officer should return to the
roadway and stop and approach him in the prescribed manner.
D. Issuing Citations:
1. When issuing citations, conducting roadside sobriety tests or conversing with the violator, the officer and other parties shall be positioned to the side of the road, clear of the motor vehicles. As a general rule, neither the officer nor others shall stand in front of, between, or behind the stopped vehicles. In the event that it is operationally necessary to have the operator stand in front of the patrol vehicle (i.e., to capture the interaction or field sobriety tests via the MVR system), the officer shall be cognizant of the safety ramifications of such action and immediately request a back-up vehicle to provide an additional safety buffer.
2. During the stop, the violator should remain in the motor vehicle while the
officer writes the citation or conducts other business. Violators are not permitted to sit in patrol vehicles while citations are being prepared or other police business is being conducted.
3. When preparing citations, the officer should position paperwork and related
materials in a manner that allows him/her to maintain a vantage point over actions of the violator and other occupants.
E. Stopping Oversize and Overweight Vehicles:
1. Select a location for the stop that provides enough room for the vehicle and
sufficient stability to support the vehicle’s weight, and allow the operator sufficient time and distance to make the stop.
2. Approach the cab from the rear, using the driver’s outside mirror to observe
the driver and activity in the cab. The officer may elect to approach the cab from the passenger side, using that mirror to observe the driver and activity in the cab.
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3. Climbing onto the vehicle to make initial contact with the operator is not advisable. Maintain a position to the rear of the driver’s door and ask him to exit the vehicle, if and when necessary.
F. Making High-Risk Vehicle Stops (Armed and Dangerous):
1. When planning to stop the suspect vehicle, the officer shall notify the
communications center, describe the nature or reason for the stop; provide information on the vehicle, tag number and number of occupants; and request appropriate assistance to make the stop.
2. An officer should not individually initiate high-risk vehicle stops unless
backup units will not be available in an appropriate amount of time or the urgency of the situation demands immediate actions.
3. After selecting an appropriate location and with adequate support units in
position, the officer should signal the suspect to stop. 4. Officers should position their vehicles approximately 30 feet behind the
suspect vehicle, in positions that will maximize opportunities for cover and in a manner that will illuminate the interior of the vehicle to the occupant’s disadvantage.
5. Once the suspect vehicle has stopped, officers should exit their vehicles
quickly and assume positions of cover.
6. The officer initiating the stop, or the officer with the best observation point, should issue verbal commands to vehicle occupants through the vehicle’s public address system, if available. Only one officer shall issue commands.
7. The officer in charge shall first identify himself and then notify the
occupants that they are considered to be armed and dangerous and that all instructions are to be followed without hesitation or suspicious movements.
8. The operator of the suspect vehicle should be ordered in separate
commands to do the following: lower the window, remove the ignition keys with the left hand, drop them on the ground, open the door from the outside, step out of the vehicle, turn completely around, face away from the officers, walk backward until commanded to stop and lie face down on the ground with hands stretched far to the sides. Subsequent occupants should be similarly commanded until all are in position to be handcuffed and searched.
9. With appropriate cover, officers should then approach the suspect vehicle
to inspect the passenger compartment and trunk.
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II. ENFORCEMENT ACTION PROCEDURES FOR TRAFFIC LAW VIOLATIONS
A. Physical Arrests: 1. Officers should affect a physical arrest on any person in violation of traffic
laws pertaining to driving under the influence of alcohol and/or drugs and all other violations of the law requiring physical arrest in the Commonwealth of Pennsylvania.
a. If the violator resides outside the Commonwealth, the violator may
be taken into custody and transported to the local Magisterial District Judge’s office or night court for adjudication.
b. There may be other incidents in which a violator should be
physically arrested. The decision should be based upon sound legal principles, as opposed to peripheral issues, such as the violator's attitude.
B. Traffic Citations:
1. A Traffic Citation should be issued to all violators who jeopardize the safety
of vehicular and pedestrian traffic, including hazardous moving violations, and operating unsafe and/or improperly equipped vehicles.
C. Traffic Ordinance Violations:
1. A citation may be issued to persons who violate an ordinance in West
Whiteland Township relating to traffic violations the department is empowered to enforce.
D. Parking Violations:
1. Parking enforcement activities are primarily accomplished using parking
tickets supplied by the department and issued in place of traffic citations for parking violations. The following procedure governs the issuance of parking tickets:
a. Police officers are authorized to issue parking tickets to vehicles
parked in violation of parking regulations established in the Vehicle Code or ordinances enforceable by the department in West Whiteland Township.
b. Parking tickets will be completely and accurately filled out, with the
yellow mailer portion of the parking ticket being placed on the violating vehicle's windshield and the white copy remaining with the issuing officer.
c. The issuing officer will place the white copy of the ticket in the
appropriate mailbox at police headquarters. d. In the event that the violator fails to respond to the parking ticket,
the issuing officer shall file a citation with the appropriate Magisterial District Judge electronically through TraCS. A printed copy of the citation will be stapled to a photocopy of the parking
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ticket. The printed citation and photocopy of the parking ticket shall be delivered to the Magisterial District Judge.
e. The Records Division shall retain the white copy of the parking ticket as a control copy.
E. Written Warnings:
1. A written warning is a proper alternative to a traffic citation, based on the
individual officer's discretion, professional judgment, training, and experience.
a. All written warnings should be issued using the TraCS Police
Warning Notice.
III. ARRESTS FOR DRIVING WHILE UNDER THE INFLUENCE
A. Field Sobriety Test:
1. When an officer stops a driver who is suspected of driving while under the
influence, the officer should request the operator of that vehicle to submit to field sobriety tests. This should be completed with a minimum of two officers present. The operator of the vehicle has the right to refuse these tests. Refusal to take the field sobriety test will in no way initiate the implied consent statute (75 P.S. 1547).
2. In the event that the operator submits to a field sobriety test and such indicates a “Pass” condition, the officer may make a determination as to enforcement of the Driving Under the Influence statute with its application to drug involvement rather than alcohol.
B. Evidential Breath Testing Device:
1. Breath testing is the primary and preferred means of chemical testing in
DUI-alcohol situations.
2. The arresting officer shall transport the subject to headquarters to secure evidential breath samples.
3. In the event technical difficulties arise with the instrument at headquarters,
the officer may elect to use a neighboring department’s approved evidential breath testing device.
4. In situations when officers cannot transport a DUI-alcohol subject to
headquarters (e.g., transport by EMS for injuries sustained in a crash), the investigating officer may defer to blood testing (see subsection III.C below).
5. Officers shall only use an instrument that is listed by the Pennsylvania
Department of Health as an approved pre-arrest and evidential breath-testing device [47 Pa.B 511].
a. Only officers who have received all required training are permitted
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b. Officers who administer the Intoxilyzer 9000 shall adhere to all guidelines established by the manufacturer and all procedures established in Title 67 (Chapter 77 – Equipment and Training Required for Administering Chemical Tests; Test Procedures and Accuracy Certification for Breath Test Devices) to ensure the proper administration of the test. These include, but are not limited to:
1) Waiting or observation period prior to test administration,
which the person to be tested with breath test equipment shall be kept under observation by a police officer or certified breath test operator for at least 20 consecutive minutes immediately prior to administration.
2) Pre and post-test validity testing procedures.
3) A complete evidential breath test consists of two
consecutive breath samples from the subject without a required waiting period between the two tests, followed by a simulator test conducted immediately after the second breath sample has been obtained.
4) When obtaining multiple breath samples, new mouthpieces
shall be used for each sample. If a subject refuses to provide an adequate breath sample, such action constitutes a refusal for purposes of Sections 1547 (b) and (e) of the Vehicle Code.
5) All required device functional testing and test administration
as required by manufacturing recommendations and training.
6) Calibration and accuracy check procedures and retention or
proofs of calibration and accuracy checks as well as certifications of operators and testing solutions.
7) Other records or procedures consistent with best or
preferred practices established by the testing instructors, operators, administrators, manufacturers, and the Office of the District Attorney of Chester County.
6. Evidential breath test supervisors are responsible for maintenance of the
evidential breath test instrument, including:
a. Conducting required monthly accuracy tests and yearly calibration tests;
b. Maintaining the proper maintenance and testing documentation for
the evidential breath testing device;
c. Examining and repairing a malfunctioning unit and conducting a complete accuracy test and calibration test prior to placing the
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instrument back in service;
d. In accordance with Title 67, Section 77.26(c), at the completion of all calibration tests, an instrument practice test shall be conducted prior to placing the instrument back in service;
e. The Chief of Police shall designate the evidential breath test supervisors through issuance of a Special Order.
C. Blood Samples
1. The operator will be transported to one of the following locations for a
submission of blood for drug and alcohol screening; samples will then be entered into evidence, refrigerated, and without delay delivered to the appropriate laboratory for examination/testing.
a. An approved medical facility. b. The West Whiteland Township Police Department where, if available, a paramedic from the Uwchlan Ambulance Corps will conduct the blood draw in accordance with their current policy (see Appendix Uwchlan Ambulance DUI Blood Drawing). If a paramedic from the Uwchlan Ambulance Corps is not available, officers shall transport the operator to an approved medical facility.
2. Optional testing methods such as breath or urine samples shall be made
available to the operator only as mandated by current Pennsylvania case law.
D. Refusal to Test
1. When a defendant has been arrested for DUI and refuses to take a breath
or blood test to determine the amount of alcohol or controlled substance, the arresting officer must advise the defendant that his or her license will be suspended if he or she does not take the test. The courts have held that the mere refusal to take a chemical test is an act indicative of guilt that does not come within the purview of the Fifth Amendment and that the evidence of refusal is admissible at trial.
2. The Pennsylvania Implied Consent Law will be read to all suspects who
refuse an initial request to test prior to giving the actual test. You will inform the defendant that his or her operating privileges will be suspended or revoked for a period of twelve (12) months upon refusal to submit to a chemical test. It will be the arresting officer’s responsibility to process the refusal form once the officer has become aware of the fact of the refusal.
E. For arrest for DUI without a warrant see section IV.
F. Medical Examinations
1. When an arrest is initiated and the person is displaying symptoms of
alcohol poisoning or severe alcohol intoxication, the officer shall either
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transport the person to a medical facility or obtain a medical evaluation by medical personnel (EMS).
2. When such an evaluation is performed, the name, title, and address of the
examining medical personnel (EMS) shall be recorded in the narrative. The individual shall either be transported, medically cleared by the medical personnel (EMS) or will refuse the evaluation and sign off Against Medical Advice (AMA).
3. Upon receipt of medical clearance or refusal, the person may be released
to an adult (friend and/or family member) who is not under the influence of alcohol. Person(s) under the age of eighteen can be released to an adult family member who is not under the influence of alcohol.
IV. ARREST WITHOUT WARRANTS A. An officer may make a lawful arrest without a warrant where the officer has
probable or reasonable cause to believe that a felony has been committed and the person to be arrested is the one who committed the felony. An officer may also arrest without a warrant where the officer has probable cause to believe that a misdemeanor is being committed in the officer’s presence.
B. DUI Arrests
1. In addition to any other powers of arrest, a police officer is hereby
authorized to arrest without a warrant any person who the officer has probable cause to believe has violated the provisions of the DUI statute, regardless of whether the alleged violation was committed in the presence of such officer. This authority to arrest extends to any hospital or other medical treatment facility located beyond the territorial limits of the officer’s political subdivision at which the person to be arrested is found or was taken or removed to for purposes of emergency treatment, examination or evaluation provided there is probable cause to believe that the person to be arrested has violated the DUI statute.
V. ACCIDENT INVESTIGATION
A. Investigation and Reporting Requirements: 1. The Pennsylvania Vehicle Code requires and this agency shall require all
officers to investigate, upon notification, all accidents involving 1) death or injury of any person or 2) damage to any vehicle involved to the extent that it cannot be driven under its own power in its customary manner without further damage or hazard to the vehicle, other traffic elements, or the roadway, and therefore requires towing. The primary objective of investigating traffic accidents is to obtain information which can be used to develop and maintain accident prevention/reduction programs. (Refer to the Commonwealth of Pennsylvania, Department of Transportation, “Police Accident Report Manual”).
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2. The investigating agency shall file a copy of the accident report (AA-500) with the Department of Transportation within 15 days as required by Section 3751 (a) of the Vehicle Code.
a. Officers investigating accidents must complete the front portion of
the State Accident Report prior to going “off” duty. The narrative and diagram (if applicable) must be completed within the next twenty-four (24) hours. If the officer is not scheduled for duty within the next twenty-four (24) hours, the officer must complete the accident report before going off duty.
b. PENNDOT Address:
Crash Reporting System PENNDOT – Bureau of Highway Safety and Traffic Engineering P.O. Box 2047 Harrisburg, Pennsylvania 17105-2047
3. Furnishing Copies of Reports: According to Section 3751(b) Title 75 of the
Pennsylvania Motor Vehicle Code, Police Departments shall, upon request, furnish at cost not to exceed the allowed amount by state code for a certified copy of the investigation of any vehicle accident to any person involved in the accident, his attorney or insurer, and to the Federal Government, branches of the military service, and to Commonwealth agencies, and to officials of political subdivisions and to agencies of other states and nations and their political subdivisions.
4. In accordance with Vehicle Code 3752(b) only approved forms may be used to document the crash investigation as outlined in the current Commonwealth of Pennsylvania Police Officers Crash Report Manual. That form is the AA-500, Commonwealth of Pennsylvania Police Crash Report Form, consisting of six standard pages plus additional pages for special situations.
5. The Records Division shall be the repository for all completed crash reports.
B. Fatality or Serious Injury (Reportable):
1. When investigating a fatal accident or an accident involving serious injury,
the officer shall protect the scene from other motorists and pedestrians, ascertain the seriousness of the accident, advise assisting units (Police, Fire, Ambulance, and Paramedics) and complete the required report(s).
2. An officer dispatched to an accident which involves a fatality or likely to result in a fatality(s) shall notify the On-Duty Police Supervisor, who in turn will notify a Commanding Officer, who will designate an accident re-constructionist under the following circumstances:
a. A fatal (and/or likely to be) accident;
b. A serious personal injury accident substantiated by statement(s)
from Para-medical personnel that the injuries are life threatening.
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c. A personal injury accident involving a Township or other
Government vehicle;
d. Circumstances, which as deemed by the shift supervisor, dictate the need.
C. Death by Natural Cause
1. In accidents where the circumstances or statements of witnesses indicate
that the victim may have suffered a heart attack or other medical emergency prior to the traffic accident, a complete accident investigation will be conducted. If the attending physician at the hospital is uncertain as to the cause of death, the accident will be handled as a traffic fatality, until ruled otherwise by the coroner. If the coroner indicates that the cause of death occurred prior to the traffic accident, a Supplemental Accident Report shall be prepared. The coroner’s finding shall be included in the Supplemental Accident Report.
D. Evidence
1. Any physical evidence collected at the scene of an accident that is
determined or believed to be a direct, immediate or resulting cause of the accident shall be collected and preserved in the proper manner in accordance with department procedures on evidence/property handling. Attention should be given to recording all pertinent data relevant to the evidence on its container to insure that the chain of custody is maintained.
E. Emergency Service Assistance:
1. The investigating officer will request assistance from the local fire
department when a working fire is occurring or when the potential for fire exists (gas spills/wash down). Other emergency service equipment should be requested as the situation dictates (ambulance, Paramedics, Rescue).
a. Fire Company:
1) West Whiteland Fire Company (Station 6)
b. Rescue Squads:
1) Uwchlan Ambulance (Station 87)
2) Good Fellowship Ambulance (Station 55)
3) East Whiteland Fire Company (Station 5)
G. Hit and Run Accidents:
1. The Patrol Division shall investigate hit and run accidents. Normal accident investigation procedures will be maintained in addition to notifying the Traffic Safety Unit, which may assist in the investigation where necessary.
H. Property Damage Accidents (Non-reportable):
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1. Police Officers shall investigate and file a report on all property damage
accidents when requested to do so, provided that an on-sight investigation is conducted. A diagram is not necessary for non-reportable accident reports.
I. Delayed Accident Reports:
1. When a request is made for an Accident Report involving the delayed
reporting of the non-reportable traffic accident, the complainant shall be provided with a Pennsylvania Traffic Accident Report (AA-600), which will be completed by the involved party and forwarded to the Bureau of Accident Analysis by the involved party.
2. A delayed non-reportable traffic accident is any accident where the
vehicles involved have left the area or an unreasonable period of time has passed before reporting the accident. Exceptions to this are Hit and Run accidents or accidents where the parties had to leave the immediate area in order to notify the police.
J. Photographs and Diagrams:
1. Photographs shall be taken by the Traffic Safety Unit or Criminal
Investigative Division as determined by the attending Commanding Officer at the scene of accidents involving fatalities. Photographs may be taken by a news media/on-call photographer at the scene of accidents involving serious injury or where extenuating circumstances exist. It is preferred that the department utilizes department personnel for photography. This should be in addition to any photography by media photographers.
2. Diagrams shall be completed on all reportable accident reports pursuant to
procedures established in the accident report manual. Diagrams need not be drawn to scale except in the case of fatalities. Non-reportable (UT-125) accidents do not require a diagram.
K. Towing:
1. If a vehicle is damaged in a traffic accident to the degree that it is
immovable and is blocking traffic or presents a hazard, the investigating officer shall request that the Department’s approved towing agency respond to remove the vehicle. The owner/person in control of the vehicle to be towed will be afforded a choice of wrecker service unless circumstances dictate otherwise. When requesting a wrecker at “owner’s request” the officer should state for the record during a radio transmission that the officer is requesting a wrecker, at the owner’s request. If the vehicle involved is off the roadway, the owner shall be permitted to have the vehicle removed given a reasonable period of time.
2. In the event that the Department’s approved towing agency would normally be utilized but is unavailable or unable to tow the vehicle, another appropriate towing service in close proximity to the area shall be selected.
3. The name of any towing agency, which is utilized to remove a vehicle shall
be documented in the narrative of the incident report for the incident.
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4. Please reference General Order Towing of Vehicles.
L. Hazardous Material:
1. Whenever an accident occurs involving a suspected hazardous material,
the officer shall attempt to obtain as much information as possible (placard information) without approaching the actual spill or container. The driver of the vehicle is the best source of information regarding the type of hazard, which may exist. The scene should be cordoned off and traffic re-routed. The officer shall notify the Chester County Fire Board, who will notify the appropriate agencies depending upon the type of hazard.
VI. PROCEDURES FOR TRAFFIC DIRECTION
A. Manual Traffic Direction and Control: Posture serves to communicate the fact that the officer is in command of the situation. The officer must therefore assume a military bearing, with his/her weight evenly distributed on both feet. When not engaged in signaling motorists, the officer must stand at ease facing the traffic and with hands at their side. When directing traffic, the officer’s shoulders must be in line with the flow of traffic and their attention must be directed to the vehicular movements. While directing traffic, officers must wear the brightly colored reflective traffic vest issued to them by the department.
1. Hand Signals: Prompt compliance to hand signals are dependent upon the
officer’s ability to use uniform, clearly defined and understandable gestures.
a. Stopping Traffic: Two clearly defined motions are required to stop traffic. First, the officer selects the vehicle to be stopped. Looking directly at the driver, the officer points at the driver with the arm fully extended. The position is retained until the officer is observed by the driver. The officer then raises their hand so that the palm is toward the driver and the arm is slightly bent at the elbow. The officer maintains this position until the oncoming traffic has stopped. With the one arm still raised, the officer turns their head and repeats the procedure with their other hand to stop the traffic moving in the opposite direction. The arms are not lowered until all traffic has been stopped.
b. Starting Traffic: To start vehicular movement on the cross street,
the officer pivots a quarter of a turn to place his/her shoulders parallel with the vehicles waiting to move. When the intersection is cleared, the officer turns their head to one side facing the waiting traffic. The officer attracts attention by pointing to the lead car. Then, turning the palm inward, the hand is brought up and over to the chin, bending the arm at the elbow. If the driver’s attention has been properly obtained, it will be necessary to make only a few motions. After traffic begins to move, the arm is dropped to the side. The opposing traffic is then started in the same manner, but with the other arm.
c. Turning Traffic: Point towards driver, motion to start, other hand
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d. Dangerous Condition: Stop all traffic and address the condition
with all traffic stopped. e. Flashlight signals during darkness.
1). Due to reduced visibility officers should be extra cautious
when directing traffic at night. The emergency lights and flares should be utilized to warn approaching motorists of the officer’s presence. Also, officers should be aware that being back lit by bright lights may reduce the ability of approaching motorists to see them.
2). If available, a red flashlight baton should be used to
enhance signals given with a flashlight. 3). The beam of the flashlight may be aimed at and across the
pavement in front of approaching cars as a signal to stop. 4). The beam may be rapidly flashed in the direction of the
approaching vehicle to get the driver’s attention. 5). The beam should be moved along the roadway in a small
come-along arc to indicate the path the vehicle should proceed.
f. Use of Whistle.
1). The use of a whistle during traffic control or direction is
optional. 2). Stop Signal - Use one blast of the whistle and the manual
"stop" signal while standing sideways to the flow of traffic. 3). Go Signal - Use two blasts of the whistle with hand signal. 4). Use short, rapid blasts of the whistle to warn of unusual or
hazardous conditions or for persons not responding to a hand signal.
B. Scenes of Traffic Collisions: Officers directing traffic at scene of an accident will
route traffic safely around wrecked vehicles and debris. Wearing high visibility vests or raincoats, officers will maintain an orderly flow of traffic until wreckage is cleared. Maximum use of emergency lights and flares/cones is strongly encouraged at accident scenes.
C. Scenes of Critical Incidents: The primary task of personnel engaged in traffic
direction services at critical incidents (such as fires, utility emergencies, or other events) is to stop unauthorized vehicles and pedestrians from entering the area and maintain access avenues for emergency vehicles. This agency will coordinate its efforts with other emergency service organizations at emergency scenes to provide crowd control and adequate safety measures for vehicular and pedestrian traffic. In performing traffic control, personnel shall use temporary traffic control devices as needed and shall manually direct and control the flow of all traffic in accordance with this policy. If additional assistance is needed at a location for any
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reason, personnel shall contact their supervisor and advise them of the situation and what is needed.
D. Adverse Road and Weather Conditions: The shift supervisor will notify the
appropriate public works (local, county, state) of adverse road conditions that will affect the motoring public. The shift supervisor may close a street if, in his opinion, the surface conditions and terrain creates an unusually hazardous condition. The supervisor should request assistance from the appropriate public works in alleviating the problem. The shift supervisor shall request dispatchers to notify the proper utility company and assign officers to direct traffic and safeguard movement at the scene of all downed power lines, broken gas or water mains when the situation endangers the movement of traffic through the area. Officers performing traffic control during these conditions may deploy flares and use extreme caution. If weather conditions become too dangerous to direct traffic, the officer shall contact their supervisor. The supervisor shall decide what course of action to take.
E. Manual Operation of Traffic Control Devices: On occasion, officers must
manually operate traffic control signal lights, normally to either attempt to recycle a signal light or to place the signal lights on flash or blink. Officers shall manually control traffic control devices only in the following situations:
1. When traffic light malfunctions; 2. To facilitate movement at traffic accidents or other emergencies; 3. To provide a thoroughfare for a motorcade, funeral procession, etc.; 4. To alleviate congestion particularly during planned special events.
F. Temporary Traffic Control Devices: Normally, temporary traffic control devices
(such as flares, cones, barricades or other temporary traffic control devices) will only be used with the approval of the shift supervisor for control of traffic during peak rush hours, special events or in the event a key signal light malfunctions. Signs may be requested from public works. Shift supervisors will ensure return of all signs as soon as no longer required. Use of temporary stop signs will be limited to those key intersections at which a traffic signal has failed completely. If the traffic signal can be placed on four-way blink or flash, this is preferred over use of the temporary stop sign. Temporary traffic control devices shall be deployed in compliance with manufacturers’ recommendations.
G. High-Visibility Safety Apparel: In accordance with the Manual on Uniform Traffic
Control Devices (MUTCD) and applicable accreditation standards, all officers shall wear high-visibility safety apparel during any of the following activities:
1. Whenever they are exposed to moving traffic, work vehicles or construction
equipment;
a. Exemption: Officers performing traffic stops.
2. When they are directing motor vehicle traffic; or
3. When they are in a roadway controlling motor vehicle traffic.
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The apparel must meet the requirements of either ANSI/ISEA 207-2011 or the Performance Class 2 or 3 requirements of ANSI/ISEA 107-2010, the American National Standard for High Visibility Safety Apparel.
EFFECTIVE DATE: December 9th, 2020 NUMBER OF PAGES: 22
ACCREDITATION STANDARDS: 1.4.2, 1.4.3a, 1.8.1 BY THE ORDER OF: Chief of Police Ralph W. Benson, III
PURPOSE: The purpose of the Code of Conduct is to establish acceptable behavior for all employees
of the West Whiteland Township Police Department. The responsibilities and prohibited activities contained herein are founded upon the principles contained in the Department Mission and Value Statement, Vision Statement, and Code of Ethics.
POLICY: It shall be the policy of the West Whiteland Township Police Department that all
employees are held to a high standard of behavior that reflects acceptable conduct. This high standard shall be the basis for maintaining a disciplined, efficient and professional organization.
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PROCEDURE:
I. MISSION AND VALUE STATEMENT, AND VISION STATEMENT
A. All employees of the West Whiteland Township Police Department shall be guided by our Mission and Value Statement, and Vision Statement. 1. Mission and Value Statement
a. The mission of the West Whiteland Township Police Department is
to work with the citizens of West Whiteland Township, to deliver essential services, to preserve peace and order, to reduce crime and its effects, to aid traffic safety, and to protect the constitutional rights of all persons.
2. Vision Statement
a. We are a professional and prestigious police agency working in
partnership with the community to provide a full range of services promoting safety and improving the quality of life. Our agency offers its members abundant opportunity for growth, inclusion and excellence, resulting in the highest degree of service and commitment to the citizens of West Whiteland Township.
II. CODES OF ETHICS
A. All Law Enforcement Officers shall read and abide by the Law Enforcement Code of Ethics.
AS A LAW ENFORCEMENT OFFICER, my fundamental duty is to serve the community; to safeguard lives and property; to protect the innocent against deception, the weak against oppression or intimidation and the peaceful against violence or disorder; and to respect the constitutional rights of all to liberty, equality, and justice. I WILL keep my private life unsullied as an example to all and will behave in a manner that does not bring discredit to me or to my agency. I will remain courageous and calm in the face of danger, scorn or ridicule. I will develop self-restraint and be constantly mindful of the welfare of others. Honest in thought and deed both in my personal and official life, I will be exemplary in obeying the law and the regulations of my department. Whatever I see or hear of a confidential nature or that is confided to me in my official capacity will be kept ever secret unless revelation is necessary in the performance of my duty. I WILL never act officiously or permit personal feelings, prejudices, political beliefs, aspirations, animosities or friendships to influence my decisions. With no compromise for crime and with relentless prosecution of criminals, I will enforce the law courteously and appropriately without fear or favor, malice or ill will, never employing unnecessary force or violence and never accepting gratuities. I RECOGNIZE the badge of my office as a symbol of public faith, and I accept it as a public trust to be held so long as I am true to the ethics of police service. I will never engage in acts of corruption or bribery, nor will I condone such acts by other
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police officers. I will cooperate with all legally authorized agencies and their representatives in the pursuit of justice. I know that I alone am responsible for my own standard of professional performance and will take every reasonable opportunity to enhance and improve my level of knowledge and competence. I will constantly strive to achieve these objectives and ideals, dedicating myself to my chosen profession…LAW ENFORCEMENT.
B. All Civilian Employees shall read and abide by the following Code of Ethics.
AS A CIVILIAN EMPLOYEE, my fundamental duty is to serve the community; and to respect the constitutional rights of all to liberty, equality, and justice. I WILL keep my private life unsullied as an example to all and will behave in a manner that does not bring discredit to me or to my agency. I will be honest in thought and deed both in my personal and official life. I will be exemplary in obeying the law and the regulations of my department. Whatever I see or hear of a confidential nature or that is confided to me in my official capacity will be kept ever secret unless revelation is necessary in the performance of my duty. I WILL never act officiously or permit personal feelings, prejudices, political beliefs, aspirations, animosities or friendships to influence my decisions. I RECOGNIZE that my position is a symbol of public faith, and I accept it as a public trust to be held so long as I am true to the ethics of service. I will never engage in acts of corruption or bribery, nor will I condone such acts by other employees. I will cooperate with all legally authorized agencies and their representatives in the pursuit of justice. I know that I alone am responsible for my own standard of professional performance and will take every reasonable opportunity to enhance and improve my level of knowledge and competence. I will constantly strive to achieve these objectives and ideals, dedicating myself to my chosen profession…PUBLIC SERVICE.
III. DEFINITION OF TERMS - GENERAL
A. Authority
Authority is the statutory or written directive vested right to give commands, enforce obedience, initiate action and make necessary decisions. Authority may be delegated by those so designated. Acts performed without proper authority or authorization shall be considered in violation, and those persons in violation shall be subject to disciplinary action.
B. Chain of Command
The unbroken line of authority extending from the Chief of Police through one or more subordinates at each level of command down to the level of execution and vice versa.
C. Chief of Police
The Chief of Police of the West Whiteland Township Police Department shall be the highest-ranking officer of the department.
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D. Commanding Officer
Any rank of Lieutenant and above.
E. Employee
All employees of the department, whether sworn officers or civilian employees. F. Gender
The use of the masculine gender includes the female gender, when applicable. G. Incompetence
Incapable of satisfactory performance of police duties. H. Insubordination
Failure or deliberate refusal of any employee to obey a lawful order given by a superior officer. Ridiculing a superior officer or his order, whether in or out of his presence, is also insubordination. Disrespectful, mutinous, insolent, or abusive language towards a superior officer is insubordination.
I. May/Should
As used herein, the words “may” and “should” mean that the action indicated is permitted.
J. Member
Any duly sworn police officer of the department. K. Off-Duty
The status of an employee during the period he is free from the performance of specified duties. Members are subject to recall at all times.
L. On-Duty
The status of an employee during the period of the day when he is actively engaged in the performance of his duties.
M. Order
Any written or oral directive issued by a supervisor to any subordinate or group of subordinates in the course of police duty.
N. Plurality of Words
The singular includes the plural and the plural includes the singular.
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O. Shall/Will
As used herein, the words “shall” and “will,” mean the action required is mandatory.
P. Subordinate
A member lower in rank than his superior officer.
Q. Superior Officer A person holding a higher supervisory or command rank or position.
R. Supervisor
An employee, usually holding the appropriate rank, assigned to a position requiring the exercise of immediate supervision over the activities of other employees.
S. Tense of Words
The words used in the present tense include the future.
IV. PROFESSIONAL AND GENERAL CONDUCT
A. Standards of Conduct
Employees shall conduct their private and professional lives in such a manner as to avoid bringing the department into disrepute.
B. Loyalty
Loyalty to the department and to associates is an important factor in department morale and efficiency. Employees shall maintain loyalty to the department and their associates as is consistent with the law and personal ethics.
C. Cooperation
Cooperation between the ranks and units of the department is essential to effective law enforcement. Therefore, all employees are strictly charged with the establishing and maintaining a high spirit of cooperation within the department.
D. Assistance
All members are required to take appropriate action toward aiding a fellow employee exposed to danger or in a situation where danger might be impending.
E. Performance of Duty
All employees shall promptly perform their duties as required or directed by law, general order or written directive, or by lawful order of a superior officer.
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F. Obedience to Laws, Ordinances, General Orders, and Written Directives
Employees shall obey all laws, ordinances, general orders, and written directives of the department.
G. Withholding Information
Employees shall report any and all information concerning suspected criminal activity of others.
H. Reporting Violations and/or Allegations of Criminal Laws, General Orders, and
Written Directives
Employees knowing of other employees violating any federal or state criminal laws, general orders and written directives of the department, shall report same to the Chief of Police through the chain of command. If the employee believes the information is of such gravity that it must be brought to the immediate, personal attention of the Chief of Police, the chain of command may be bypassed. Employees charged with violating any federal or state criminal laws or under investigation for possibly violating federal or state criminal laws shall self-report immediately to the Chief of Police through the chain of command via Guardian Tracking. Employees receiving notification of civil action against them, that if proven true would violate any General Order or Written Directive of the agency, shall notify the Chief of Police.
I. Insubordination
Employees shall not:
1. Fail or refuse to obey a lawful order given by a supervisor; 2. Use any disrespectful or abusive language/action towards a specific
supervisor. J. Conduct Toward Other Department Employees
Employees shall treat other department employees with respect. They shall be courteous and civil at all times in their relationships with one another. When on-duty and in the presence of the public, an officer shall be referred to by rank.
K. Compromising Criminal Cases/Investigations
Employees shall not interfere with the proper administration of criminal justice. L. Recommending Attorney and Bail Bond Brokers Prohibited
Employees shall not suggest, recommend, or advise the retention of any attorney or bail bond broker to any person as a result of police business.
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M. Posting Bail
Employees shall not post bail for any person in custody, except relatives. N. Use of Force
Members shall follow all laws and department written directives on the use of force.
O. Physical and Mental Fitness for Duty
Police officers are required to be capable of performing the essential functions of their assigned positions without posing a direct threat to their own health and safety, or that of others. Officers, who are aware of any reason why they are incapable of performing the essential functions of their assigned positions without posing a direct threat to their own health and safety, or that of others, shall notify their supervisors. The department reserves the right to take appropriate action in such circumstances, which may include deeming the member unfit for duty, placing the employee on sick leave status, or other action. The department reserves the right in appropriate cases to require medical clearance before allowing the police officer to return to regular duties.
P. Driver’s License
Employees operating department motor vehicles shall possess a valid Pennsylvania driver’s license. Whenever a driver’s license is revoked, suspended, or lost the employee shall immediately notify the appropriate supervisor giving full particulars.
Q. Address and Telephone Numbers
Employees are required to have a telephone or cellular phone in the place where they reside. Changes in address or telephone number shall be reported in writing to their supervisor within twenty-four (24) hours of the change. Upon receipt of this information, the supervisor will immediately forward the change to the Office of the Chief of Police.
V. ISSUING ORDERS
A. Manner of Issuing Orders
Orders from a supervisor to a subordinate shall be in clear and understandable language.
B. Unlawful Orders
No supervisor shall knowingly issue an order, which is in violation of any law or ordinance.
C. Improper Orders
No supervisor shall knowingly issue an order, which is in violation of any department general order or written directive.
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VI. RECEIVING ORDERS
A. Questions Regarding Orders
Employees, in doubt as to the nature or detail of an order, shall seek clarification from their supervisors by going through the chain of command.
B. Obedience to Lawful Orders
Employees shall promptly obey and follow any and all lawful orders of a supervisor. This shall include orders relayed from a supervisor through an employee of the same or lesser rank or title. A lawful order is any order, which is not in violation of any law or ordinance, issued either verbally or in writing by a supervisor.
C. Obedience to Unlawful Orders
Employees are not required to obey any order, which is contrary to any law or ordinance. Responsibility for refusal to obey rests with the employee, who will be required to justify the refusal to obey.
D. Obedience to Improper Orders
Employees, who are given any order, which is contrary to department general order or written directive, must first obey the order to the best of their ability and then report the improper order as provided in § VI (F).
E. Conflicting Orders
Upon receipt of an order, conflicting with any previous order, the employee affected will advise the person issuing the second order of this fact. Responsibility for countermanding the original order rests with the individual issuing the second order. If so directed, the latter order shall be obeyed first. Orders will be countermanded, or conflicting orders will be issued, only when reasonably necessary for the good of the department.
F. Reports of Unlawful or Improper Orders
An employee receiving an unlawful or improper order shall advise the issuing supervisor of his/her belief that the order in question is unlawful or improper. If the matter is not resolved, the officer shall at first opportunity, report in writing to the next highest-ranking supervisor above the supervisor who issued the unlawful or improper order. Action regarding such a report shall be conducted at the direction of the Chief of Police.
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G. Criticism of Official Acts or Orders
Employees shall not criticize the actions or orders of any department employee in a manner which is defamatory, obscene, or which tends to impair the efficient operation of the department.
VII. DUTY CONDUCT
A. Reporting for Duty
Employees shall report for duty at the time and place specified, properly uniformed and equipped.
B. Absence from Duty
Every member who fails to appear for duty at the date, time and place specified without the consent of competent authority, is "absent without leave". Such absence must be reported in writing to the supervisor immediately. Supervisors shall immediately report to their supervisor in writing any employee who is absent without leave.
C. Harassment in the Workplace
All employees of the department shall adhere to the written directive established by the Chief of Police.
D. Civil Rights
All employees shall observe and respect the civil rights of all persons. E. Work Expectation
Employees are expected to perform their duties to the best of their abilities at all times.
F. Retaliation
No employee shall take any official action or initiate or engage in any conduct with the intention to retaliate against any person for criticizing or complaining about any employee. This shall not apply to situations where employees are disciplined for engaging in actions, which constitute insubordination.
G. Personal Relationships
If a supervisor and subordinate enter into a dating relationship, marital relationship or civil union during the course of employment, and the department reasonably believes the relationship may create a conflict of interest, one of the employees may be transferred to another shift or assignment. A supervisor or subordinate involved in a relationship as described within shall report the relationship to the Chief of Police. Failure to report such a relationship may subject the involved employees to discipline.
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H. Smoking/Smokeless Tobacco
This department prohibits smoking or use of smokeless tobacco in any office or vehicle assigned to the West Whiteland Township Police Department. Employees desiring to smoke or use smokeless tobacco may do so outside or in an area designated for smoking or smokeless tobacco use. This department prohibits smoking or smokeless tobacco use in any designated crime scene area.
I. Distracters
The use of any item or object that distracts an employee from the performance of duty other than equipment authorized by the department is prohibited while on duty.
J. Relief
Employees are to remain at their assignments and on duty until properly relieved by other employees or until dismissed by competent authority.
K. Meals/Breaks All meals/breaks are to be consumed within authorized areas, subject to modification by the supervisor.
L. Training Employees shall attend training at the direction of the appropriate supervisor. Such attendance is considered a duty assignment, unless the prevailing collective bargaining agreements provide otherwise.
M. Inspections Employees directed to attend full dress inspections shall report in the uniform prescribed, carrying the equipment specified. Unauthorized absence from such inspection shall be considered absence without leave.
N. Prohibited Activity On-Duty
Employees who are on-duty are prohibited from engaging in activities, which are not directly related to the performance of their duty with exceptions as noted:
1. Sleeping, loafing, idling;
2. Reading material other than department required materials (except at
meals);
3. Conducting private business while on duty;
4. Unlawful gambling, unless to further a police purpose such as conducting an investigation of suspected criminal activity as authorized through the chain of command;
5. Sexual conduct;
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6. Soliciting or otherwise enhancing secondary employment interests while on duty or as a result of an official duty;
7. Conducting secondary employment activities while on duty;
8. Taking any photographs, pictures, digital images that are not related to the
job, including but not limited to pictures of any crime scenes, traffic crashes, people, or job related incidents or occurrence with any personal analog or digital device, camera or cellular telephone, except as may be necessary for the furtherance of official duties, and only in accordance with established department procedures pertaining to preservation of evidence and chain of custody;
9. Releasing any personal or department photographs, pictures, digital images
of any crime scenes, traffic crashes, people, or job-related incident or occurrence taken with a personal or department analog or digital device, camera or cellular phone to any person, entity, business, or media/Internet outlet without the express written permission of the Chief of Police;
10. Video or audio recording, which is not connected with an official investigation
or duties, is prohibited; 11. Employees are forbidden to videotape or record conversations with other
employees unless related to the job and approved in advance by the Chief of Police or designee. This prohibition does not apply to videotaped interviews of witnesses or suspects where two or more employees may be present, the routine recording of telephone calls over or through the department telephone system via any recording system approved by the Chief of Police, or to the use of body worn cameras or mobile video recorders installed in police vehicles as authorized by the Chief of Police. The exception to this is for an Internal Affairs investigation as authorized by the Chief of Police or representatives of the involved prosecutorial authorities.
12. Any other activity deemed inappropriate by the Chief of Police.
O. All Other Conduct
Misconduct by an employee need not be predicated on the violation of any particular department written directive. Employees are called upon to exercise tact, restraint and good judgment in their relationship with the public and must present an image of personal integrity and dependability in order to have the respect of the public. The department will take appropriate disciplinary action against any employee whose actions violate this standard of good behavior.
VIII. POLICE RECORDS AND INFORMATION
A. Release of Information
Employees shall not release any information nor reveal any confidential business of the department to the public or the press except as provided in department written directives.
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B. Department Records
Contents of any record or report filed within the department shall not be exhibited or divulged to any person other than a duly authorized police officer, except with the approval of the appropriate supervisor, or under due process of law, or as permitted under department written directives.
C. Reports
No employee shall knowingly falsify any official report or enter or cause to be entered any inaccurate, false, or improper information on records of the department.
IX. GIFTS, REWARDS, ETC.
A. Soliciting Gifts, Gratuities, Fees, Rewards, Loans, Etc.
Employees shall not under any circumstances solicit any gift, gratuity, fees, rewards, loans, etc. or any other thing of value where there is any direct or indirect connection between solicitations and their department membership or employment.
B. Acceptance of Gifts, Gratuities, Fees, Rewards, Loans, Etc.
Employees shall not accept either directly or indirectly any gift, gratuity, fees, rewards, loans, etc. or any other thing of value arising from or offered because of his police employment or any activity connected with said employment or employment with the department or which might tend to influence directly or indirectly the actions of said employee or any other employee in any matter of police business; or which might tend to cast an adverse reflection on the department or any employee thereof.
C. Disposition of Unauthorized Gifts, Gratuities, Fees, Rewards, Loans, Etc.
Any unauthorized gift, gratuity, fees, rewards, loans, etc. or any other thing of value coming into the possession of any employee shall be forwarded to the Chief of Police together with a written report explaining the circumstances.
D. Other Transactions
Every employee is prohibited from buying or selling anything of value from or to any complainant, suspect, witness, defendant, prisoner, or other person involved in any case which has come to his attention or which arose out of his department employment, except as may be specifically authorized by the Chief of Police.
E. Intercession – Soliciting
Employees shall not attempt to circumvent, undermine or improperly influence department procedures for determining promotions, assignments, disposition of disciplinary charges, appeals from department hearings, or related matters. Examples of circumventing, undermining or improperly influencing such procedures include, but are not limited to, soliciting unauthorized persons to intercede in such procedures, communicating or supplying information in a manner not authorized or permitted under such procedures, refusing to participate and/or
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cooperate in any investigation into alleged improper behavior. Members and employees may utilize the review, appeal and grievance procedures provided by statute, ordinance, department written directive, and collective bargaining agreements. Nothing in this section shall prohibit employees from lawful consultation with attorneys and union representatives. Any lawyer or union representative consulted shall not be permitted to speak on behalf of the employee and shall not interfere in any investigatory process, including a prohibition against delaying the process.
X. ALCOHOLIC BEVERAGES AND DRUGS
A. Alcoholic Beverages and Drugs
1. No employee of the department will appear for, or be on duty, under the influence of an alcoholic beverage (any beverage containing alcohol) (hereinafter “alcohol”) or illegal drugs (including the illegal use of prescription drugs) (hereinafter “drugs”), or be unfit for duty because of use of drugs or an alcoholic beverage. In addition, the presence of detectable level of alcohol or drugs as tested by blood, urine or other medical test shall constitute a violation of this provision. Superior officers shall not assign to duty any employee in an unfit condition due to the use of alcohol or drugs and shall immediately relieve of duty and service weapon any employee found on duty in such condition. Supervisors shall not allow to remain on duty, any employee whose fitness for duty is questionable due to the use of alcohol or drugs. The superior officer shall submit a written report of the incident to the Chief of Police. (See Procedures for Employees Using Prescription Drugs in a Legal Manner Under Section 3 below)
2. Employees of the department, shall not drink alcohol while on duty, or take
any drug as defined herein, except on special assignment authorized by the Chief of Police. Employees shall not drink alcohol or take drugs while in uniform or during any activity where the employee is acting as a representative or has identified himself as an employee of the Department. An employee, while assigned to duty in civilian clothes, may use alcohol or drugs only when absolutely necessary in the performance of duty, provided such use does not render them unfit for proper and efficient performance of duty. Employees should not, to the extent possible, engage in any behavior that could put him/herself in danger or the public in danger after consuming alcohol or drugs, for example, driving. All use of alcohol or drugs used in the performance of an employee’s duty must be documented in writing, detailing the reasons therefore and the amounts consumed as soon as possible after such consumption. An employee may be subject to testing to confirm the level of alcohol/drugs in their system.
3. Taking Prescription or other Medication While on Duty/Notification about
Medication – Employees of the department shall disclose to their supervisors if they are taking medication (prescription or non-prescription) that may affect their ability to perform their duties, including but not limited to using a firearm, operating a police radio, or operating a motor vehicle. Such employees shall also disclose the expected duration of their use of such medication. The department reserves the right to take appropriate action in such circumstances, which may include deeming the member unfit for duty, placing the employee on sick leave status, or other appropriate action. The department may also consider other appropriate
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accommodations if the employee has a disability as defined by law. The department reserves the right in appropriate cases to require medical clearance before allowing the employee to return to regular duties. The department reserves the right to take appropriate action in case of any employee who is impaired on duty for any reason, including the use of prescription or non-prescription medication who has failed to give proper advance notification.
4. Alcohol may not be consumed at or in the police station or ancillary facilities. 5. No uniformed employee shall, at any time when in uniform, or any part
thereof, except in the performance of duty, enter any place in which alcohol is served or sold unless authorized by a supervisor. This provision does not include establishments with a separate dining area where the serving of alcohol is not the primary function (e.g. certain diners and restaurants which have a liquor license). If an employee is unclear whether an establishment would violate this section, he should contact his supervisor.
6. Employees shall not bring into or keep any alcohol or drugs on department
premises except when necessary in the performance of a police related task. Alcohol or drugs brought into department premises in the furtherance of a police related task shall be properly identified and stored according to department written directives. Employees may possess prescription drugs currently prescribed to officers, after notification has been made in accordance with section 3.
7. Any employee reporting for duty with the odor of alcohol on his breath or
appearing to be under the influence may be subject to testing. 8. In accordance with federal law 18 U.S.C. 922(g)(c), as well as MPOETC
Newsletter Volume 42, Issue 1 of March 2019, employees shall not use or possess cannabis-based products containing THC, medical marijuana or a medical marijuana certification (card). Any officer testing positive for THC shall face discipline up to and including termination.
XI. UNIFORMS, APPEARANCE, AND IDENTIFICATION
A. Regulation Uniforms Required All uniformed personnel of the department shall maintain in good order a regulation uniform. All uniformed personnel shall be neat appearing, and well groomed while in uniform. All articles of uniform shall conform to the department uniform written directive.
B. Manner of Wearing the Uniform All uniformed personnel of the department shall wear the uniform on duty as prescribed by department written directive for the employee’s current assignment. However, commanding officers may prescribe other clothing as required by the nature of the duty to which a particular employee is assigned.
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Members shall wear or carry their department identification and/or badge at all times, while on duty provided that it is practical for the circumstances. Members shall wear or carry their department identification and/or badge, while off duty if possessing a department authorized firearm. The Chief of Police will issue “retired” credentials (badge and identification card) to officers who retire in good standing from the department and who meet the retirement criteria set forth in the current collective bargaining agreement when the officer retires. The Chief of Police will not issue “retired” credentials to officers who separate from the police department and do not meet the retirement criteria in accordance with the collective bargaining agreement.
D. Manner of Wearing Civilian Attire
Members and employees permitted to wear civilian clothing while on duty shall wear clothing that is suitable for a business environment and neat in appearance. Commanding officers may prescribe other types of clothing when necessary to meet a particular police objective.
E. Personal Appearance
Every employee of the department, while on duty, must at all times be neat and clean in person, their clothes cleaned and pressed, and their uniform in conformity with the written directive of this department. Commanding officer may prescribe other clothing as required by the nature of the duty, which a particular member is assigned. Non-uniformed civilian employees may be permitted deviations from this section as directed by the Chief of Police or designee and in keeping with a professional appearance.
1. Male Employees
a. Hair shall be neatly trimmed and groomed. Hair shall be cut to
present a tapered appearance on the side and back and when combed, shall not fall over the ears or eyebrows, or extend over the shirt or coat collar when standing with the head in a normal position. There shall be no designs cut into the head hair. Designs such as numbers, insignias, or other inscriptions are strictly forbidden. Hair coloring, if used, must appear natural.
b. Sideburns shall not extend below the bottom of the ear. The
maximum width at the bottom of the sideburns shall not exceed one and one-quarter inch. A clean-shaven appearance is required at all times.
c. Mustaches shall be neatly trimmed and shall not exceed more than
one-quarter of an inch below the corner of the mouth. Mustache ends will not be waxed or twisted.
d. Beards shall not be permitted. Personnel with a medical condition,
which precludes shaving, shall be required to present a written statement, signed by a medical doctor, verifying such condition. Beards may be permitted for religious reasons upon approval of the Chief of Police. Non-uniformed employees may deviate from the
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above beard standard as authorized by the Chief of Police or designee.
e. Hair growing from the chest, neck, ears or nose shall be neatly
trimmed. Chest hair shall not extend over the collar, tie or exposed t-shirt.
f. Fingernails shall be clean and trimmed. Nails shall not extend
beyond the tips of the fingers.
2. Female Employees a. Hair shall not be worn longer than the bottom of the shirt or coat
collar at the back of the neck when standing with in a normal position. Hair may be worn slightly over the ears, but in no case shall the bulk or length of hair interfere with the wearing of the authorized uniform headgear. Braids, ponytails, etc., shall not be permitted on duty. A bun or twist will be permitted on the back of the head, provided it is worn in a neat manner and does not interfere with the wearing of department headgear. No ribbons or ornaments shall be worn in the hair except for neat inconspicuous bobby pins or conservative barrettes, which blend with the hair color. Hair coloring, if used, must appear natural.
b. Cosmetics may be worn provided they are subdued and blended to
match the natural skin color of the individual. False eyelashes are not permitted.
c. Fingernails shall be clean and trimmed. Nails shall not extend
beyond the tips of the fingers. Fingernail polish, if worn, shall be clear.
3. Jewelry and Apparel (All)
a. Police Officers on duty shall not wear loose fitting jewelry which
may be grasped during a struggle or which can inflict injury or retard the mobility of the officer. This provision shall not prohibit non-uniform employees on duty from wearing jewelry appropriate for the conditions of their current assignment in accordance with department written directive.
b. No visible body piercing jewelry shall be worn while on duty. This
shall include but not limit to nose, ear, eyebrow and tongue piercing.
4. Tattoos or Similar Markings (All)
Definitions: a. Tattoo - the act or practice of marking the skin with designs, forms,
figures, art, etc. b. Scarification - the act of intentional cutting of the skin for the
purpose of creating a design, form, figure or art.
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c. Branding - the act of intentional burning of the skin for the purpose
of creating a design, form, figure or art. The following tattoos, scarifications and brands are prohibited: a. Any tattoo, scarification or brand located on the head, face or neck. b. Depictions of nudity or violence; sexually explicit or vulgar art,
words, phrases or profane language; symbols likely to offend other members, employees, or members of the public, i.e., swastikas, pentagrams or similar symbols; initials, acronyms or numbers that represent criminal or historically oppressive organizations, i.e., AB, KKK, SS, MM, BGF, HA, 666 or any street gang names, numbers and/or symbols; or, any language or depiction that may impair or disrupt the operations of the department, or is inconsistent with the mission of the department.
XII. DEPARTMENT EQUIPMENT AND PROPERTY
A. Equipment On-Duty
Employees shall carry all equipment on-duty as prescribed by department written directive based on their assignment.
B. Equipment Off-Duty
Employees shall carry equipment off-duty as prescribed by department written directive.
C. Firearms
Employees shall follow department written directive on the care and handling of firearms.
D. Department Property and Equipment
Employees are responsible for the proper care of department property and equipment assigned to them or used by them in the course of duty. Equipment and/or property will be handled and maintained in accordance with department written directive.
E. Use of Department Property and Equipment
Employees are prohibited from using any department property, equipment, consumable supplies and other resources for personal business or pleasure.
F. Damaged or Inoperative Property or Equipment
Employees shall immediately report to their supervisors any loss of or damage to department property assigned to or used by them. The supervisor shall also be notified of any defects or hazardous conditions existing in any department equipment or property.
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G. Care of Department Buildings
Employees shall not mark or deface any surface in any department building. No material shall be affixed to any wall in department buildings without specific authorization from the appropriate supervisor.
H. Notices
Employees shall not mar, mark, alter, or deface any posted notice of the department. No notices or announcements shall be posted on bulletin boards without permission of the appropriate supervisor, except those areas designated for use by the collective bargaining unit(s). Under no circumstances will notices, pictures, etc. be posted anywhere within departmental facilities that are degrading, obscene, or considered detrimental to the good order of the Police Department. The Chief of Police shall make final judgment of improperly posted material.
I. Use of Department Vehicles
Employees shall not use any department vehicle without the permission of the Chief of Police or his/her designee.
J. Operation of Department Vehicles
When operating department vehicles, employees shall not violate traffic laws, except in cases of emergency and then only in conformity with Pennsylvania laws and department written directive regarding same.
K. Transporting Citizens
No citizen shall be transported in department vehicles, except as necessary in the performance of official police duties. Such transportation will be done in conformance with department written directive or at the direction of the commanding officer or immediate supervisor.
L. Reporting Accidents
Accidents involving damage or injury to department personnel, property, equipment, and vehicles must be reported in accordance with department written directive.
M. Inspection
Department property and equipment is subject to entry and inspection without notice. This includes, but is not limited to any vehicle, computer, desk, filing cabinet, and/or locker, the use of which is provided to the employee by the department.
N. Liability
If any department property is damaged or lost as result of misuse or negligence by an employee, that employee will be held liable to reimburse the department for the damage or loss and is subject to disciplinary action.
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O. Surrender of Department Property
1. Upon Separation from the Department - Employees are required to surrender all department property in their possession upon separation from the service. For failure to return a non-expendable item, the employee will be required to reimburse the department for the fair market value of the article.
2. Under Suspension - Any employee under suspension, administrative leave
involving a disciplinary action and/or fitness for duty assignment shall immediately surrender their identification, firearm (if applicable), and all other department property to the appropriate supervisor pending disposition of the case.
XIII. COMMUNICATIONS AND CORRESPONDENCE
A. Restrictions
1. Employees shall not use department letterheads for private correspondence.
2. Employees shall only send official correspondence out of the department
under the direction of the Chief of Police or his/her designee. B. Forwarding Communications
Any employee who receives a written communication for transmission to another employee shall forward same without delay.
C. Use of Department Address
The department address shall not be used for any private vehicle registration or driver’s license.
D. Telephones
The use of departmental telephone equipment for personal and/or toll calls shall be kept to a minimum. Repeated personal and/or toll calls will require the approval of a superior officer.
E. Radio Discipline
Employees operating the police radios shall strictly observe the procedures and restriction for such operations as set forth in department written directive and by the Federal Communications Commission.
XIV. PUBLIC ACTIVITIES
A. Publicity Employees may identify themselves as employees of the West Whiteland Township Police Department. However, members and employees shall not use or
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refer to their affiliation with the West Whiteland Township Police Department for purposes of furthering or gaining advantage in personal pursuits or for any other reason that has or reasonably may have an adverse impact on the department. The Chief of Police shall determine whether an employee’s conduct has violated this standard.
B. Commercial Testimonials Employees shall not permit their names or photographs to be used to endorse any product or service without the permission of the Chief of Police. They shall not, without the permission of the Chief of Police, allow their names or photographs to be used in any commercial testimonial, which alludes to their position or employment with this department or their position as a police officer or employee of a police department.
C. Public Appearance Requests All requests for public speeches, demonstrations, etc., will be forwarded to the Chief of Police for approval and processing. Employees directly approached for this purpose shall suggest that the party submit his request to the Chief of Police.
D. Courtesy Employees shall be courteous and orderly in all dealings with the public. They shall perform their duties professionally, avoiding harsh, violent, profane or insolent language, and always remain calm regardless of provocation to do otherwise. Upon request, employees are required to supply their name and identification in a courteous manner. They shall attend to requests from the public quickly and accurately, avoiding unnecessary referral to other parts of the department.
E. Impartial Attitude All employees must remain completely impartial toward all persons coming to the attention of the department. Violations of the law are against the people of the Commonwealth of Pennsylvania and not against the individual officer. All citizens are guaranteed equal protection under law. Exhibiting partiality for or against a person because of race, creed, color, national origin, ancestry, age, sex, gender identity or expression, affectional or sexual orientation, marital status, domestic partner or civil union status, familial status, disability, atypical hereditary cellular or blood trait, genetic information, nationality, pregnancy or other protected class is conduct unbecoming of a public employee. Similarly, unwarranted interference in the private business of others when not in the interests of justice is conduct unbecoming of a public employee.
F. Disparaging Comments Regarding Protected Personal Characteristics Courtesy and civility toward the public is required of all employees of the department. Employees shall not use words which humiliate, disparage, demean, degrade, ridicule, or insult a person because of their race, creed, color, national origin, ancestry, age, sex, gender identity or expression, affectional or sexual orientation, marital status, domestic partner or civil union status, familial status, disability,
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atypical hereditary cellular or blood trait, genetic information, nationality, pregnancy or other protected class.
G. Public Statements
Employees of the department shall not make public statements concerning the work, plans, policies, or affairs of the department which may impair or disrupt the operation of the department or which are obscene, unlawful, or defamatory. While employees have a right to maintain personal webpages, websites, and blogs, their status as employees of the police department requires that the content of those webpages, websites, and blogs not be in violation of existing department written directives.
H. Subversive Organizations
No employee shall knowingly become a member of or connected with a subversive organization, except when necessary in the performance of duty, and then only under the direction of the Chief of Police.
I. Affiliation with Certain Organizations Prohibited
Police officers shall not join or affiliate with any organization, or enter into any business relationships that would interfere with the officer's ability to fulfill his or her obligations to the department, that may impair or disrupt the operations of the department, or that is inconsistent with the mission of the department. This section shall not apply to active or reserve service in the armed forces of the United States or the Commonwealth of Pennsylvania.
J. Affiliation with Radical Groups No employee, except in the discharge of police duties, shall knowingly associate with or have any dealings with any person or organization which advocates or which is instrumental in fostering hatred, prejudice, or oppression against any group or any political entity.
XV. POLITICAL ACTIVITIES
A. Political Activities Prohibited
1. Employees shall not be permitted to engage in political activity while on
duty, and no employee shall be permitted to use his official position to influence another person’s partisan or non-partisan political activity.
2. Employees shall not display any political material on any government
property or on their person while on duty or in uniform or while representing the department.
3. Nothing in this section is intended to prevent an employee from exercising
rights established by the United States or Pennsylvania Constitutions.
XVI. JUDICIAL APPEARANCE AND TESTIMONY
A. Court Appearances
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Employees must attend court or quasi-judicial hearings as required by a subpoena. Permission to omit this duty must be obtained from the prosecuting attorney handling the case or other competent court official. When appearing in court, either the official uniform or appropriate business attire shall be worn. Members shall present a neat and clean appearance, avoiding any mannerism, which might imply disrespect to the court.
B. Testifying for the Defendant
Any employee subpoenaed to testify for the defense in any trial or hearing shall notify the Chief of Police through the chain of command upon receipt of the subpoena. He shall also notify the appropriate prosecutorial authority handling the case.
C. Department Investigations – Testifying Employees shall be required to respond to questioning, provide reports, and render materials during department investigations in accordance with department written directive.
D. Truthfulness & Credibility Employees are required to be truthful at all times whether under oath or not. Employees must possess and retain the ability to provide credible testimony in a court of law.
E. Civil Action, Court Appearances – Subpoenas
An employee shall not volunteer to testify in civil actions and shall not testify unless legally subpoenaed. Employees will accept all subpoenas legally served. If the subpoena arises out of department employment or if the employee is informed that he is a party to a civil action arising out of department employment, he shall immediately notify the Chief of Police, who in turn shall notify the proper authorities. Employees may enter into a financial understanding for appearances as witnesses prior to any trial with the approval of the Chief of Police.
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Training – 12/10/2020 - Page 1 of 8 Approved by Board of Supervisors 12/9/2020
BY THE ORDER OF: Chief of Police Ralph W. Benson, III
PURPOSE: One of the most important responsibilities of a law enforcement agency is the training of all
personnel. This general order will address the organization and administration of the training process, utilization of the training academy, recruit training, in-service training, advanced training, specialized training and civilian personnel training.
POLICY: The West Whiteland Township Police Department believes that training provides for
employees who are better prepared to act decisively and correctly in a broad spectrum of situations and circumstances. Training provides for information to develop and enhance an employee’s task performance and motivation. Training results in greater productivity and effectiveness. Training fosters team cooperation and unity of purpose. Training ensures that attention is given to both the needs of the employees and the department. Finally, training protects employees and the department from exposure to potential civil liability.
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PROCEDURE: I. MUNICIPAL EDUCATION AND TRAINING ACT REQUIREMENTS
A. Definitions
1. Certification - The assignment of a certification number to a police officer after successful completion of a mandatory basic training course or receipt of a waiver of basic training from the commission and successful completion of mandatory in-service training. Initial certification is valid for 2 years from the date of issuance.
2. Certified Police Officer - A full-time or part-time police officer who is authorized to
enforce 18 Pa.C.S. (Relating to the Crimes Code), moving violations of 75 Pa.C.S. (Relating to the Vehicle Code), and carry a firearm.
B. The Municipal Education and Training Act (MPOETC) requires law enforcement agencies
in the Commonwealth comply with certain training and in-service mandates as determined by law and regulation of the Municipal Police Officers Education and Training Commission (MPOETC). The West Whiteland Township Police Department shall maintain compliance with the requirements of the Pennsylvania Municipal Police Officers Education and Training Commission, as amended, (53 Pa.C.S.A. Section 2161, et seq.) in regard to municipal police officer training and agency responsibility.
C. Minimum Standards for Hiring
1. The West Whiteland Township Police Department shall maintain compliance with the minimum standards for physical fitness, psychological evaluation, and education as prerequisites to employment as a police officer as mandated by the Municipal Police Officers Education and Training Commission regulations at the time of the officer hiring.
D. Certification of Police Officers
1. Only police officers that have satisfactorily completed basic educational and
training requirements as established by the Commission (MPOETC) shall be hired by the department.
2. The West Whiteland Township Police Department will continue compliance upon
hiring MPOETC certified police officers with any regulation of the Commission requiring record keeping and submissions for ongoing certification requirement updates.
E. In-Service Training
1. The Municipal Police Officers Education and Training Commission will issue a
renewal certificate only to all police officers that have satisfied the mandatory in-service training requirements set forth in the Municipal Police Officers Education and Training Act (§203.52, relating to mandatory in-service training courses). Certification shall be renewed every 2 years.
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F. Revocation of Certification
1. The Municipal Police Officers Education and Training Commission maintains the
right to revoke certification after notice and an opportunity to be heard for one or more of the following: a. Failure to maintain employment as a police officer under the act. b. Failure to maintain first aid or CPR certification. c. Failure to qualify with firearms. d. Failure to successfully complete annual mandatory in-service training. e. Physical or psychological impairment that renders the officer permanently
unable to perform his/her duties. f. Conviction for a disqualifying criminal offense. g. Submission of a document that the police officer knows contains false
information including fraudulent application to the Municipal Police Officers Education and Training Commission.
h. A certification issued in error. i. Cheating.
2. If reasons exist that an officer is unable to comply with the annual in-service requirements, the department will file a show-of-cause document with the Municipal Police Officers Education and Training Commission requesting additional time for the officer to comply with the in-service training requirements.
a. Approval of this request shall be made by the Municipal Police Officers
Education and Training Commission on a case-by-case basis.
II. DEPARTMENT ADMINISTRATION OF TRAINING
A. The Chief of Police has established the position of training coordinator within the department. The Chief of Police shall appoint an employee to serve as the department’s training coordinator. The training coordinator shall be responsible for the management of the department’s training function.
B. The goals of the West Whiteland Township Police Department’s training function
are to:
1. Meet mandatory and in-service training requirements. 2. Provide better education and more professional personnel. 3. Provide more efficient and effective accomplishment of departmental
objectives.
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4. Improve police/community relations. 5. Provide career development opportunities within the department. 6. Provide training in specialized areas of law enforcement. 7. Provide consistency in training with department law enforcement
responsibilities.
C. Assignments to Training Programs
1. Scheduled attendance is mandatory. If for some reason an employee is unable to attend due to illness or family emergency, they must immediately contact the on duty patrol supervisor in accordance with General Order Sick Leave. The on-duty patrol supervisor shall notify the training coordinator by electronic mail messages. Arrangements will then be made to either have another employee attend the training or to seek a refund for the course. If practical, the employee’s attendance will be cancelled and rescheduled for that employee.
2. All personnel will adhere to all training academy guidelines as well as those
of any private training entity. All personnel will adhere to all appearance guidelines of the department, training academy guidelines, as well as those of any private training entity.
D. Classroom Management
1. Whenever employees attend an in-service training course, they are under
the supervision of the instructor and shall conduct themselves in accordance with the West Whiteland Township Police Department Code of Conduct.
2. When attending training and not in uniform, officers shall present a
professional appearance by wearing business casual attire. Business casual includes collared shirt and slacks. Employees shall not wear t-shirts, jeans, and sneakers when attending training. An instructor has the authority to modify the training attire based upon the specific course (e.g. firearms training, hands on less-lethal training, etc.). West Whiteland Township Police Department instructors shall notify employees in advance of the accepted and suggested training attire for classes when business casual attire is not needed or desired.
E. Request for In-Service Training
1. Employees may submit a request for training through Guardian Tracking. The request for training shall follow the chain-of-command for review and approval or denial. The training coordinator shall place a copy of the request, whether denied or approved, into the employee’s training file.
F. Training Records
1. The lead instructor for any training completed by the West Whiteland Township Police Department shall submit a lesson plan in a timely fashion through a PowerDMS workflow. The lead instructor shall upload the lesson
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Training – 12/10/2020 - Page 5 of 8 Approved by Board of Supervisors 12/9/2020
plan to the Lesson Plans & Class Rosters folder in PowerDMS. At a minimum, the workflow shall include the training coordinator and the Chief of Police. The lead instructor uploading a lesson plan into PowerDMS shall set the appropriate security permissions to maintain the integrity of the lesson plan and training. The Chief of Police, or his/her designee, shall approve all lesson plans before the commencement any department training by a West Whiteland Township Police Department instructor.
2. An instructor shall upload a class roster into the Lesson Plans & Class
Rosters folder in PowerDMS after completing a training course. The roster shall include all those who attended the training. If not recorded elsewhere, the roster shall also include the attendee’s performance and the measuring instrument/tests used if applicable.
3. Officers shall upload their training certificates into PowerDMS.
4 Training records shall be maintained in accordance with the Pennsylvania
Museum Commission Retention Schedule.
III. RECRUIT TRAINING
A. All newly sworn police officers will have successfully complete basic recruit training in
accordance with the Municipal Police Officers Education and Training Commission (MPOETC) as amended (53 Pa. C.S.A. Section 2161-2167).
B. This will be accomplished prior to any routine assignment in any capacity in which
the officer is allowed to carry a firearm or is in a position to make an arrest. C. All newly sworn police officers must successfully complete the requirements of the
West Whiteland Township Police Department’s Field Training & Evaluation Program.
IV. IN-SERVICE TRAINING
A. The West Whiteland Township Police Department requires:
1. Every police officer employed to complete in-service training as required by the Municipal Police Officers Education and Training Act. All sworn personnel of the department will complete annual in-service training, to minimally include:
a. Firearms Training and Qualification. b. Less Lethal Weapons Training, (includes impact weapons). c. Self Defense; d. Use of Force Training (includes the use of less lethal and deadly
force). e. CPR Certification and/or Re-Certification.
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f. Emergency Driving Review. g. First-Aid Review of Frequently Used Skills. h. Legal Updates Training.
1) This training will be inclusive of crimes code - Title 18,
vehicle code - Title 75, rules of criminal procedure, search and seizure case law, and judicial code - Title 42, juvenile law.
i. Any additional training mandated by the Chester County District
Attorney, the Chief of Police or the Municipal Police Officer’s Education and Training Commission (M.P.O.E.T.C.)
2. Every civilian employee of the West Whiteland Township Police Department shall attend job related training relative to his or her duties & responsibilities or anticipated duties & responsibilities.
a. The supervisory officer having command over any civilian employee
shall evaluate the responsibilities of the civilian positions and determine if any specialized training is required.
b. In addition, as training is required for the operation of computers and other improved or specialized jobs, training will be provided.
3. Every employee (sworn and non-sworn) of the West Whiteland Township
Police Department shall attend in-service training to minimally include:
a. Ethics Training. b. Harassment in the Workplace Training.
B. The Chief of Police or designee shall make arrangements for all employees to attend the required training.
V. SPECIALIZED IN-SERVICE TRAINING A. Specialized training is training that addresses subjects of a technical or job specific
nature. This training is designed to develop or enhance the skills, knowledge, and abilities required by a specialized function.
B. Periodically, the Chief of Police shall select personnel for specialized assignments
that result in the need for additional or specialized training. Upon appointment to a specialized unit or position, the training coordinator shall review the training records of the employee selected and make recommendations to the Chief of Police for additional training to prepare the employee to adequately perform the responsibilities of the new assignment.
C. The following is a limited list of specialized assignments/positions within the police
department and the corresponding training that is the minimum recommended for the officer selected.
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1. Detective
a. Case Investigation; b. Interviewing and Interrogation; c. Crime Scene Processing; d. Sexual Offenses Involving Adults and Children; e. Internet Crimes.
2. Traffic Safety Unit
a. North American Driver-Vehicle Inspection Course; b. Basic Fatal Crash Investigation; c. Advanced Fatal Crash Investigation; d. Crash Reconstruction.
3. Firearms Instructor
a. Firearms Instruction Training. b. Refresher training as needed to maintain certification.
4. Field Training Officer
a. Field Training Officer’s Training. b. Refresher training at least once every 3 years.
5. Department Instructor
a. Specialized Courses that the officer will be instructing (per course). b. Refresher training as needed to maintain certification.
6. Accreditation Manager
a. Accreditation Manager Training. b. Refresher training and/or conferences at least once every 3 years.
7. Tactical Team Member
a. If assigned to/or participating in the West Chester Regional
Emergency Response Team or other tactical team (includes negotiator, animal teams or specialized vehicle operator), the police officer shall:
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1) Participate in entry-level basic training prior to assuming those duties.
2) Minimally, on a quarterly basis throughout the year, following
the completion of entry-level basic training, the police officer shall complete in-service training and/or readiness exercises in a manner determined by the team commander or supervisor.
b. Tactical Team Access
1) If the West Chester Regional Emergency Response Team is
needed, the team liaison within the West Whiteland Township Police Department will review the situation, obtain authorization from the Chief of Police or designee and then contact the team.
2) The West Chester Regional Emergency Response Team
shall be paged through the RSAN paging system or other method deemed appropriate by the team commanders.
3) The Risk Assessment Form shall be completed to evaluate
need for response. 8. Specialized Vehicles
a. If assigned to a specialized vehicle to include, but not limited to
bicycles, motorcycles, boats, mobile command units, etc., the police officer shall:
1) Participate in entry-level basic training prior to assuming
those duties. 2) On a triennial basis, following the completion of entry-level
basic training, all personnel assigned to agency specialized vehicles shall complete in-service training in a manner determined by the Chief of Police.
VI. PROMOTION TRAINING A. All newly promoted sworn and civilian personnel shall be provided with requisite
training needed to accomplish their new assignments, responsibilities and tasks.
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Assignment – 12/10/2020 - Page 1 of 6 Approved by Board of Supervisors 12/9/2020
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT
GENERAL ORDER
SUBJECT: Assignment
EFFECTIVE DATE: December 9th, 2020 NUMBER OF PAGES: 6
ACCREDITATION STANDARDS: N/A BY THE ORDER OF: Chief of Police Ralph W. Benson, III
PURPOSE: Availability of personnel to meet police service needs of the West Whiteland Township is a
top priority. Management must use the techniques of proper work scheduling, meal and rest breaks, regular and special assignments, holding employees in reserve when needed and personnel transfers to fulfill those needs. Management tries to blend the needs of the West Whiteland Township Police Department as a whole, to the needs of individual employees.
Special assignments and positions that nonsworn employees can handle must be of
particular concern. Without review and evaluation, it is a natural tendency for agencies to indefinitely continue specialized programs and activities established for special or temporary needs. Regular review helps avoid over-specialization and insures continued effective operation of the department.
POLICY: The West Whiteland Township Police Department uses personnel allocation and
assignment techniques to enhance police services for the West Whiteland Township. The department regularly reviews positions and specialized assignments and assesses the quality and cost-effectiveness of personnel assignments.
WEST WHITELA D TOWNSHIP
POLICE DEPARTMENT GENERAL ORDER
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PROCEDURES:
I. Standard Work Schedules The department assigns personnel to staff shifts, matching personnel allocation to workload as near as practical.
A. Patrol Work Schedule The Patrol Division must provide police response capability twenty-four hours per
day, seven days per week. The West Whiteland Township Police Department Administration determines the schedule to meet the need for twenty-four hour minimum staffing levels and complies with the existing labor agreements.
1. Requests for Change in Hours of Work
a. Recommendations - Your immediate supervisor shall review the request and give recommendations to the commanding officer. b. Approval - The commanding officer reviews requests and recommendations and may allow temporary change in hours of work if the department can otherwise meet existing allocation needs.
II. Meal Breaks
A. During Tours of Duty The department counts meal breaks as time worked for employees assigned to work schedules, however, you are always subject to "Call out." The department allows one 30-minute period for meal breaks. With available time, you may, at your discretion, take shorter "coffee type" breaks. 1. Shift Beginning and End - Do not take any breaks during the first or last hour of your shift.
2. Adequate Strength – First Line Supervisors shall establish procedures to ensure adequate coverage during meal breaks.
3. Service Priority - All on duty employees are always subject to "Call out" during meal breaks. The service needs of the citizens of West Whiteland Township has absolute priority.
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III. Regular Assignments A. Assignment Standards Without prior authorization of a supervisor or command officer you must comply with the following: 1. Reporting for Duty - Report for duty at your assigned date and time. 2. Working Hours Assigned - Work your assigned hours. 3. Remain on Duty - Remain on duty until properly relieved or a supervisor dismisses you. 4. Absenteeism - Do not be absent from duty except for illness or injury (see General Order Sick Leave). 5. Response to Duty - You are always subject to call for duty. B. Other Unit Assignments The Patrol Lieutenant will assign duties and hours of work to employees of other units to fulfill existing allocation needs. C. Nonsworn Positions The West Whiteland Township Police Department assigns nonsworn employees to positions that do not need police authority or special skills, knowledge and abilities of a professional peace officer. The department does not permanently assign sworn personnel to these positions. 1. Temporary Assignments - The Chief of Police may authorize temporary assignment of sworn personnel for urgent agency needs or to broaden the experience of sworn employees. 2. Nonsworn Positions - The West Whiteland Township Police Department nonsworn positions are police secretary, data entry clerk and administrative assistant. 3. Annual Review of Positions - The Patrol Captain is responsible for an annual review and analysis of all positions to determine if they should be sworn or nonsworn.
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IV. Special Assignments The West Whiteland Township Police Department establishes special assignments for particular and temporary needs of the department or the community of West Whiteland Township. A. Establishing Special Assignments If the department needs a special squad or assignment, a command officer shall present a detailed analysis of the problem or condition to the Chief of Police for review and decision. B. Posting Special Assignments
If approved, the office of the Chief of Police will notify employees of the special assignment availability and selection criteria at least seven (7) days in advance, except for emergency needs.
C. Selection Criteria for Special Assignments As part of the posting, the department specifies the criteria management will use to choose personnel for the special assignment. Criteria may include any of the following, or other elements, depending on the assignment: 1. Length of Experience in Certain Assignments; 2. Least Level of Formal Education; 3. Special Skill, Knowledge or Ability; 4. Reasonable Availability; D. Annual Review of Special Assignments The Chief of Police will assign an annual review and cost-benefit analysis of special assignments that continue beyond a year to determine if results justify continued expense. V. Employees Held in Reserve
There are occasional urgent or emergency circumstances in West Whiteland Township making it necessary to keep off-duty employees in reserve.
A. Alert Status When placed on "Alert" status, the West Whiteland Township Police Department may verify employee contact information and inform you to keep yourself available off-duty. 1. Personal Restrictions - Alert status is nonrestrictive. The department places no restriction on your movements, personal activities or location, and you may attend social functions, etc., as you wish. If called, the department does not require you to respond within a certain time.
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2. Work Notice - Supervisors or command officers may assign Alert status for events not time-dependent or time-essential (i.e., burglary or larceny). If you are physically or mentally unable to respond when called to work, or the department cannot contact you, the department will contact another employee. 3. Disciplinary Action - There shall be no disciplinary action when the department contacts you and you cannot physically or mentally respond. The department may consider disciplinary action if you refuse to respond without just cause. 4. Compensation - Will be in accordance with the existing labor contracts. B. On-Call Status When placed on On-Call status, the West Whiteland Township Police Department assigns you a specified length of time you are on call while off-duty. 1. Personal Restrictions - On-Call status is restrictive, stay available by telephone or email, keep yourself fit for duty, and be able to respond ready to work within one (1) hour. 2. Work Notice - Command officers may assign On-Call status needed for urgent or emergency events and call employees to work as needed. 3. Disciplinary Action - You are restricted and the department will consider disciplinary action if the department cannot contact you or you do not respond without just cause. 4. Compensation - If the department does or does not call you out, compensation will be in accordance with the existing labor contract. VI. Transfers The West Whiteland Township Police Department generally bases personnel transfers on management needs, employee requests or both. A. Employee Requests for Transfer Employees who meet selection criteria may apply for specialty units (e.g., Traffic Unit) or for special assignments the department posts by sending a written request through the chain of command to the Chief of Police. 1. Recommendations - Supervisors and command officers responsible for the employee’s current assignment and requested assignment shall review the request and give recommendations to the Chief of Police. 2. Assignment - The Chief of Police reviews requests and recommendations and makes assignments. 3. File - The office of the Chief of Police keeps employee requests for transfer on file for one (1) year.
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B. Transfers Initiated by Command Periodically command officers need to recommend transfers to strengthen efficiency and effectiveness of the department, specific tasks, or to support employee career growth. The Chief of Police reviews requests and recommendations and makes assignments.
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 1 of 14 Approved by Board of Supervisors 12/9/2020
EFFECTIVE DATE: December 9th, 2020 NUMBER OF PAGES: 14
ACCREDITATION STANDARDS: N/A BY THE ORDER OF: Chief of Police Ralph W. Benson, III
PURPOSE: The West Whiteland Township Police Department Background Investigation is used as a
means of judging a police officer applicant's character, fitness for duty, past mistakes, and to identify potential hiring risks for safety and security purposes. All offers of conditional employment are contingent upon clear results of a thorough background investigation.
Background investigations shall examine, but is not limited to, the following areas:
1. Criminal history 2. Motor vehicle and driver history 3. Education verification 4. Prior employment verification 5. Character and professional references 6. Family history 7. Credit history and financial responsibility 8. Past/Present alcohol and drug use 9. History of bias or prejudice 10. Military service verification 11. Application to other law enforcement agencies
POLICY: It shall be the policy of the West Whiteland Township Police Department to conduct a
thorough background investigation on all police officer candidates being considered for employment. The background investigation will comply with the Municipal Police Officer Training and Education Commissions’ minimum standards. It will be the goal of the West Whiteland Police Department to exceed the standards set by the Commission when considering an applicant for the position of police officer with this agency.
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PROCEDURES:
I. Assignment
A. Members of the West Whiteland Township Police Department’s Criminal Investigations Division will conduct background investigations for police officer candidates.
B. When a member of the Criminal Investigation Division is not available, the Chief of
Police or his designee may assign a background investigation to any member of the agency.
C. The Chief of Police or his designee will provide the assigned investigator with the
following materials prior to the investigation commencing:
1. The completed police officer application. 2. The completed pre-polygraph examination packet.
3. All educational diplomas, certifications or transcripts provided with the original application submission.
4. The notarized Authorization to Release Information form signed by the
applicant.
5. Any other documents provided by the applicant at the time of application for employment.
II. Procedural Steps
A. Upon receipt of a background investigation assignment, the investigator shall:
1. Prepare a Police Applicant Background Checklist (Appendix 1). 2. Review all materials provided at the time of assignment for completeness
and omissions. 3. Conduct an in-person interview of the applicant.
4. Process the applicant using Live Scan.
5. Create a CODY entry for the purposes of documenting law enforcement checks in JNET and CLEAN.
B. Prior employment verification confirms an applicant's employment with the agencies/companies listed on the application, including dates of employment, position held and additional information available pertaining to performance rating,
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reason for departure and eligibility for rehire. When conducting prior employment verification, the investigator shall:
1. Law Enforcement Agencies
a. Conduct interviews of command staff, supervisors, and co-workers.
b. Review personnel or other employee files.
c. Review applications, resumes, and pre-employment processes for that agency.
d. Review performance ratings, reviews, disciplinary action,
commendations and other documents related to the work performance of the applicant.
e. Verify eligibility for re-hire.
f. Verify dates of employment, rank or position and status.
2. Non-Law Enforcement Employers
a. Conduct interviews of supervisors and co-workers, if available.
b. Review performance ratings, reviews, disciplinary action, commendations and other documents related to the work performance of the applicant.
c. Verify eligibility for re-hire.
d. Verify dates of employment, rank or position and current status
3. Out of State Applicants
a. It shall be at the discretion of the Chief Police to determine if/when the assigned investigators will be required to travel to conduct some or all portions of this employment verification process.
C. Character and professional references provide insight into the character of the applicant, bias and prejudice, drug and alcohol abuse, dependability, and financial responsibility. The assigned investigator shall interview character/professional references. A minimum of three references shall be interviewed.
D. Investigators shall conduct educational verification which confirms the applicant's claimed educational institution attendance, including the years attended and the degree/diploma received.
E. Investigators shall confirm military service, if applicable. Verification, which confirms the applicant's claimed military service, rank, years of service and the
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status of discharge, will be done via the DD214 form provided to a military veteran upon discharge from service.
F. Investigators shall conduct a criminal history check and review any criminal convictions. The following factors should be identified for all police officer applicants with a criminal history:
1. The nature of the crime and its relationship to the position. 2. The time since the conviction. 3. The number (if more than one) of convictions. 4. Whether hiring the applicant would pose an unreasonable risk to the
agency, its employees or the citizen serviced.
G. Investigators shall contact the law enforcement agency responsible for police services for all residences listed on the application to determine prior police contact. The investigator should strive to obtain the frequency and nature of all police contacts with the applicant.
H. The investigator shall conduct a financial history verification for all applicants. This includes a credit check submitted to an approved credit-monitoring agency as determined by the Chief of Police. In addition to a credit check, a civil processes check may be generated using public records.
I. The investigator conducting the background investigation shall conduct a family and community inquiry. The following family members and community members should be contacted:
1. Spouse, partner, or current significant other. 2. Parents. 3. Landlord (if applicable). 4. Attempt to interview at least one residential neighbor. A neighbor, for the
purposes of this policy, is defined as an individual who resides adjacent to, or within proximity of the applicant’s primary residence to a degree which they would have regular contact with that individual.
J. Application to other law enforcement agencies can be a valuable tool in determining if an applicant is suitable for hire. The assigned investigator shall attempt to determine why an applicant was not selected for hire at the agencies listed as “applied to” on their West Whiteland Police Department application.
K. Upon completion of a background investigation, the assigned investigator shall generate a report documenting all activity conducted during the background investigation.
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L. The final background investigation product should include:
1. Police Applicant Background Checklist 2. Background investigation report (Format – Appendix 2) 3. West Whiteland Police Department application 4. Pre-polygraph examination packet 5. Criminal history and applicant fingerprint card 6. Certified driving record 7. Background investigation report 8. High School Diploma/GED certificate, ACT 120 certificate and college
diploma/transcripts if applicable 9. Credit report 10. Military DD214, if applicable 11. Any documents or records obtained during the course of the investigation 12. Any forms completed by the investigator or persons interviewed during the course
of the investigation
M. The completed report and associated documents shall be submitted to the Captain or his designee prior to submission to the Chief of Police for final consideration.
III. Confidentiality
A. Members of the West Whiteland Township Police Department will keep information obtained during the course of an applicant background investigation confidential.
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 6 of 14 Approved by Board of Supervisors 12/9/2020
Appendix 1
WEST WHITELAND TOWNSHIP Poua DEPARTMENT • Criminal Investigation Division
Name of Applicant Phone Date of Application
Step 1. Application and Pre-Polygraph Review Date Reviewed
Review Check12;oints (Application) Oiscre~ncies
□ Blanks
□ Incomplete Information
□ Inconsistent Information
□ Inaccurate Information
□ Omitted Information
□ False Information
□ Time Reconciliation
□ location Reconciliation
Step 2. Documents
T~I!:e of Document Date N/A BY T~I!:e of Document Date N/A BY Reviewed Reviewed
Application College Transcripts {2)
Pre-Potygraph Booklet Credit Report
Authorization to Other:
Release Information
G.E.D.
High School Diploma
High School Transcripts College Transcripts {1)
1
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 7 of 14 Approved by Board of Supervisors 12/9/2020
WEST WHITELAND TOWNSHIP Poua DEPARTMENT • Criminol lrrvestigaricn Division
Step 3. Obtain a Waiver and File the Original Waiver in Applicant file (maintain scanned
copies for use)
A1212licant Name Date Signed
Step 4. fingerprint and Electronic Law Enforcement Checks
Step SA. Law Enforcement - Contact agencies where the a12l!licant has 12revious~ a1212lied as listed
on the a1212lication for em12lo~ment.
~ Contacted~ Contact Person Status Date Contacted
2
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 8 of 14 Approved by Board of Supervisors 12/9/2020
WEST WHITELAND TOWNSHIP Poua DEPARTMENT • Criminal Investigation Division
Step SB. Employment History - All Current and Prior Employment should be included. Review
personnel files for all law enforcement employers.
Emi;i:lo1t:er Person Contacted Interviewed Y or N Date ~
Step SC. References (Minimum of 3)
Reference Contacted~ Letter Date Sent Date Received Received~
3
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 9 of 14 Approved by Board of Supervisors 12/9/2020
Appendix 2
~ EST WHITELAND TOWNSHIP Poua DEPARTMENT • Criminal Investigation Division
Step 50. Family and Community - Interview Spouse/Significant other, parents, Landlord (if applicable) and at least one neighbor. Name Relationshill Interviewed Y or N Date ~
Step SE. Local Police Contact - Contact agencies [!rovidi!!i; a;!Olice service for all [!rior addresses
listed on the em9:lom1ent a9:9:lication for 9:rior contact.
~ Person Contacted Prior Po lice Contact Contact T~lle Date of Contact
YorN
u
4
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 10 of 14 Approved by Board of Supervisors 12/9/2020
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT
To: From: Date:
Chief of Police Joseph Catov
<Investigator>
Criminal Investigation
Division
Subjec t: Background investigation on pol ice applicant <NAME>
PERSONAL
APPLICANT:
First and Last Name
Compl e te Address
Social Secu rity Number:
Date of Bi rth: Year/month/da y ( H years of age )
Driver's Li cense Number: OLNI (Stat e and Class )
Contact Number :
Alias :
Height:
We ight:
Hair:
Eyes:
Place of Birth : City, State
1 ~ Page
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 11 of 14 Approved by Board of Supervisors 12/9/2020
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT
SFOUSE/SIGNIFICANT OTHER:
CHILDREN:
CRIMINAL HI STORY:
PENNSYLVANIA DEPARTMENT OF TRANSPORTATION:
PERSONAL FINANCES:
DRUG & Atc:OIIOL ABUSE:
BIASES & PREJUDI CES :
EXPERIENCE :
REFERENCES :
Criminal Investigation
Division
2 ~ Page
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 12 of 14 Approved by Board of Supervisors 12/9/2020
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT
FAMILY:
!OTHER:
FATHER:
SISTER:
EDUCATION:
Fi rst and Last Name
Cit y, State o f Res idence
HIGH SCHOOL: Name
a:JLLEGE:
Cit y, State
Name { ff credits )
Cit y, State
Name { ff credits )
Cit y, State
Degree Awarded
HFOETC: Name Cit y, State
Criminal Investigation
Division
3 ~ Page
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 13 of 14 Approved by Board of Supervisors 12/9/2020
Appendix 3
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT
RESIDENTIAL HISTORY :
NEIGHEORS:
MISCELLANEOUS INFORMATION :
RECCl!MEIIDATION :
Criminal Investigation
Division
4 ~ Page
WEST WHITELAND TOWNSHIP POLICE DEPARTMENT – Background Investigations – 12/10/2020 - Page 14 of 14 Approved by Board of Supervisors 12/9/2020
Sworn to and subscribed before me this ______ day of ______ _
NOTARY PUBLIC
My Commission expires
MEMORANDUM
DATE: December 9, 2020
TO: Board of Supervisors
FROM: John R. Weller, AICP Director of Planning and Zoning
SUBJECT: Construction and development update The Board is well aware of the extraordinary rate of residential construction that the Township has been experiencing since 2018. Prior to this surge, about 55% of the housing in the Township (approximately 3,900 units) were townhouses and apartments. Clearly, that percentage will increase, given that virtually all of the new residential construction underway is of these types. Concerns have been expressed about the ability of the market to absorb these units. Staff has previously noted the pent-up demand for housing created by the historic slump in construction between 2007 and 2013 as well as new demand generated by growth in the region and very low interest rates. There also appears to be a shift in preference among many baby boomers and millennials away from large lot single-family homes and their attendant maintenance responsibilities and energy consumption. Staff’s conversations with developers reveal that the units now coming to market are selling at least as fast (or faster) than they anticipated – despite the challenges presented by the current pandemic and the high cost associated with new homes. Leasing agents express similar confidence about the (similarly expensive) rental units. In the interest of monitoring the situation, Staff has created a database to track the occupancy of the new communities, summarized below. The current occupancy figures come from the entities who are marketing or managing the community in question.
NAME STATUS UNITS UNIT TYPE+ CURRENTLY 8/21/2020
OCCUPIED/SOLD 12/3/2020
Reserve at Glen Loch under construction
108 Townhouse 81 75% 108 100%
Waterloo Reserve under construction
86 Townhouse 57 66% 77 90%
Keva Flats construction completed
242 Apartment 185 76% 198 82%
J Creekside construction completed
291 Apartment 58 20% 149 51%
Hanover Exton Sq. finishing construction
342 Apartment 42 12% 187 55%
Ashbridge at Main St under construction
410 Apartment * * 12 7%
Lochiel Farm under construction
140 Townhouse * * 50 36%
Exton Knoll approved 220
99
Townhouse (rent)
Townhouse (sale) * * * *
Ship Run under review 95
53
Single-family
Townhouse * * * *
+ Unless otherwise noted, townhouse units are for sale.
* Early in construction or going through plan review; no units available for sale or occupancy to date.
