Meeting Minutes 10/10/13



OCTOBER 10, 2013 

A public meeting of the York Area Regional Police Commission was held on Thursday, October 10, 2013 at the York Area Regional Police Building, 33 Oak St., York, PA 17402 

Those present were Paul Smith, Commissioner, Albert Granholm, Commissioner, Paul Redifer, Commissioner, Rodney Sechrist, Commissioner, Ronald Smith, Commissioner, Thomas Gross, Chief of Police, and Tracy Fleming, Business Administrator.

Commissioner Paul Smith called the meeting to order at 6:00 pm.

Pledge of Allegiance.


There was no public comment.


Commissioner Granholm made a motion to approve the September 12, 2013 minutes, seconded by Commissioner Redifer, motion carried.     


The Chief stated there is a letter from the York Fair thanking the department for their participation in the 9/11 parade honoring military, veterans and emergency services personnel.  Letters were also received from the Patriot Guard Riders and Prospect Hill Cemetery Heritage Foundation thanking the department for their participation in 9/11 events.  There is also a correspondence from the Redifer family thanking the Commission for the flowers and condolences.     


Red Lion Borough – The Chief summarized a memo he sent to the Commissioners on September 30, 2013 regarding the excess of hours of service.  The Chief stated it must be clear that the current amount of units is not adequate for Red Lion Borough.  The Chief also referenced a memo he wrote in October, 2011 regarding this issue and his concerns regarding public safety.  The Chief informed the Commissioners that he reviewed with the other regional departments at their quarterly meeting if any of them charged for excess hours.  No one knew of any regional department charging for excess hours.  The most interesting piece of information was that most of those departments require a minimum number of units from their municipalities.  The Chief stated using the IACP formula Red Lion Borough should have 36 units and using the population basis they need 25 units.  Neither of these calculations includes time for investigators, supervisors, etc.  The Chief made some recommendations in his memo.  He stated even if Red Lion Borough was to agree to 65% of the IACP recommended minimum, they would be required to have 23 units.

Commissioner Redifer questioned if 23 units would be 5¾ officers.  The Chief stated it was.  Commissioner Redifer also questioned what the year was that Red Lion Borough contracted with York Area Regional Police for service.  The Chief stated it was in 2003.  Commissioner Redifer stated in 2003 they had 6 officers but at the time of regionalization there were 9 officers.  Now we have 3 officers doing what 9 did. He does not know how we think we can police Red Lion Borough with less than the minimum number of officers the Chief thinks they should have; which is 5¾ officers.

Commissioner Granholm stated you have a contract for now so you have to fulfill that contract.  The contract calls for auto renewal.  By the end of the year we need to send out a notice that we will not accept a renewal.  Then we will have to negotiate a new contract.  There is no enforcement mechanism in the charter.  The Charter does not address what to do with overages. In the meantime you must put procedures in place.  Commissioner Granholm distributed a draft procedure to the other Commissioners on how to handle to overages in the future.  The Commissioners will discuss the draft later in the meeting.     

Felton Borough – The Chief stated the Borough has a draft contract.  The Chief did recommend more hours because they are also over in their contracted hours.  Mayor McBrien is in attendance and stated they have a budget meeting on Monday.  They have a 3 year and a 5 year option. The only difference is that there is a penalty clause in the 3 year contract.  Commissioner Paul Smith asked Mayor McBrien if they were waiting to finalize the budget before signing the agreement.  The Mayor stated there is no problem in signing the agreement but they want to review the hours.    

Dallastown Area School District – The Chief stated that he and Commissioner Granholm met with the Superintendent, Assistant Superintendent, School Board President and Vice-President plus Attorney Jeff Rehmeyer.  The contract was discussed and we heard some issues the district had.  We need to do some information gathering to address these issues.  The Chief stated their contract has self-renewed.  There is only a 90 day notice requirement in this contract.  Commissioner Granholm stated overall he felt the meeting went very well.  He said the Chief did a good job on explaining some of the issues they had questions with.  He also feels the Chief should prepare notice to the school district now and not to wait 90 days before so it doesn’t self-renew again.  Basically it advises the school district at the end of the year of this contract term it will not renew.  It is done.  They can then negotiate a new contract otherwise it just renews again with the same terms.  We want to add administrative costs and some other issues that will be discussed later.  The Chief would like to review with the solicitor before moving forward on sending notice. 


The Commissioners had a discussion on the draft proposal from Commissioner Granholm on handling overages.  He stated this is for the future.  It does not rectify the existing contract overages.  He thinks it needs to be a charter amendment.  Commissioner Paul Smith stated he was thinking of using some kind of a formula such as the IACP formula to arrive at minimum hours per municipalities.  Maybe this could somehow be incorporated into the draft of Commissioner Granholm’s. Commissioner Granholm does not think it needs to be complicated.  Commissioner Paul Smith stated we should get advice from the Solicitor if this is an amendment to the Charter or policy and procedures change by resolution.  Contracts are written by the Commission not the Charter.  Commissioner Granholm advised it is Article 7 in the Charter.         


There was no report.



Grants – The Chief stated we are waiting for the funds from the DCED grant to be deposited into our account which is $7,500.  Also notice was received on the Bulletproof Vest Grant.  The website has been shutdown due to the government shutdown so we are not sure what the amount will be.     

Monthly Report – The Chief stated he will address some of the items in the financial statements when we get to item D – the 2014 draft budget.  The Chief advised the Commissioners that two cars were sold.  It does not show on the financial statements yet since it was in October.  Approximately $5,500 was received for the two vehicles.  Commissioner Granholm questioned why the K9 expense is over the budget.  The Chief advised him the donations are not offsetting that account.  The donations for the K9 are in a separate income account.   

Approval of Expenses for September 1 -30, 2013 – $529,825.01

Commissioner Paul Smith asked for a motion to approve the expenses for September 1 – 30, 2013 in the amount of $529,825.01.  A motion to approve the expenses was made by Commissioner Granholm, seconded by Commissioner Redifer, motion carried.

Draft Budget – The Chief did not have the final budget to present but felt it should be available at the November meeting.  He informed the Commissioners the health insurance increase was only 8% which is significantly lower than he estimated.  He believes this should lower the health insurance expense by $100,000.  He believes he will be able to lower the increase from 4% to 3.2%.  He advised the Commissioners the Act 205 funds were received for the pensions which was approximately $361,000.  This is $20,000 more than anticipated.  Commissioner Redifer asked the Chief if the current draft budget included Red Lion Borough.  The Chief informed him it does 


There was no solicitor’s report. 


The Chief informed the Commissioners there was a copy in their packets of his testimony at the Joint Hearing of the Senate Communications and Technology, Law and Justice, Transportation, and Veterans Affairs and Emergency Preparedness Committees on September 25, 2013. 

There were three vehicle fatalities in September. 

The volunteer hours are low this month.  There was only 1.5 hours of volunteer time.  This is due to some people backing off their responsibilities and scheduling trouble.  He stated he does not see this program going away.  There was a great turn out in August for National Night Out.  We are now trying to get our Citizens’ Police Academy up for 2014 which could generate some volunteers. 

The Chief informed the Commissioners that our department will be heavily involved tomorrow in the exercise being conducted at Central York High School.  The Chief gives credit to Chief Hyers of Springettsbury Township for this exercise.  This is a result of the shootings at Sandy Hook.  Chief Hyers initiated a drill that will involve the entire Central York High School grounds and a good part of the students and faculty.  At this point we are anticipating over 100 police officers to be involved in the actual drill.  Also over 200 members of state and federal agencies will be participating or observing.  FEMA or Homeland Security will be providing some reimbursement for overtime incurred.  A bigger bonus in conjunction with this drill there was a 4 day training for 5 of our officers.  There were a total of 30 officers involved.  It was training on rapid response for active shooters.  This is the standard benchmark for this type of response right now.  The training was free to our officers.  Normally this kind of training costs $400 to $500 per officer.  He believes it is going to be high profile and a very worthwhile event.


Commissioner Redifer had no comments. 

Commissioner Granholm stated he will be meeting with Benecon at the end of the month.  They also had the Pension board meeting today and everything was fine.  Commissioner Paul Smith told Commissioner Granholm he appreciated his time.    

Commissioner Sechrist had no comments.

Commissioner Ronald Smith had no comments.

Commissioner Paul Smith had no comments.

The Chief reminded the Commissioners the November meeting is Wednesday, November 13, 2013 not Thursday. 

The Commission recessed for an executive session at 6:30 pm to discuss a personnel matter and contract issue. 

The Commission reconvened at 6:50 pm.

A motion was made by Commissioner Granholm to adjourn the meeting at 6:50 pm, seconded by Commissioner Redifer, motion carried.

Respectfully submitted and recorded by



Tracy L. Fleming

Business Administrator



November 13, 2013                December 12, 2013               January 9, 2014


Others Present:

Gary McBrien

Elizabeth Heathcote

Dianne Price

John Sanford

Tina Frutiger

Bob Frutiger