2 Finance & Personnel Committee

MINUTESOFTHEHANOVERBOROUGH FINANCE & PERSONNEL COMMITTEE MEETING March 20,2019 Chairperson Rupp called the Hanover Borough Finance & Personnel Committee meeting to order Wednesday Evenin g, March 20, 2019 at 7:00 PM at the Hanover Municipal Building, 44 Frederick Street, Hanover, P A, as advertised. Attendance: In attendance were Council Members Mr. Chesney, Mr. Hoover, Mr. Lockard, Mr. Noble, Mr. O'Neill, Ms. Pranses, Mr. Reichart, Dr. Rupp and Mr. Shea; Mayor Ojo; Solicitor Shultis; Staff Members Manager Bowersox, Secretary Felix, Police Chief Martin, Finance Director Miller and Administrative Asst./ Asst. Secretary Musselman. Approval of the Minutes: It was moved by Mr. Shea, seconded by Mr. O'Neill to approve the minutes of February 27,2019 as written. Motion carried. Approval of the Bills: It was moved by Ms. Pranses, seconded by Mr. Noble to approve the bills for payment. Motion carried. Liquid Fuels Bills: It was moved by Mr. Hoover, seconded by Mr. O'Neill to approve the payment of the Liquid Fuels bills. Motion carried. Monthly Financial Statement: Finance Director Miller reviewed the monthly Financial Statement for February 2019 which was emailed prior to this evening's meeting, noting that the Borough is just beginning to receive tax revenue payments. The Committee had no comments. If anyone has any questions, or concerns, please let Finance Director Miller know and he will address same. Preliminary 2018 Budget-Actual Analysis: Finance Director Miller summarized the analysis of the 2018 budget now that most of the outstanding expenditures and revenue have been applied to the actual totals. The 2018 analysis will be uploaded to the Borough website on the Financial page. Overall, General Fund Revenues exceeded budget expectations by approximately $1 million; Real Estate Transfers were $97,000 over budget; Earned Income Tax was $155,000 over budget; interest and rents were over budget by $88,000. Mr. Miller noted the York Adams Tax Bureau is doing a great job with collections. Refu se and tipping fees were also over budget by $213,000, due in part to the increased use of the Transfer Station. Expenditures were under budget by approx. $485,000; primarily due to wages and benefits less than anticipated. Dr. Rupp thanked Finance Director for his in-depth report, and all his hard work and encouraged the Committee to review and let Mr. Miller know if there are any questions. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING Marclz 20, 2019 Page2 Monthly Investments: Finance Director Miller noted that the monthly investment fund amount was down about $2 million, as we await tax revenue. The variable interest rate was at 2.70% and climbing. Proposed Resolution - Sale of Property less than $2,000: Finance Director Miller thanked Solicitor Shultis for all his help on establishing this procedure; The previous resolution allowed for sale of property up to $1,000. This was changed due to a change in State law, and to allow more flexibility for small-value sales. It was moved by Mr. Shea, seconded by Ms. Pranses to forward approval of the resolution to the Council agenda. Motion carried. Proposed LERTA Ordinance Amendment: Manager Bowersox was approached by Hanover Borough School District Supt. Scola and Hanover Area Chamber of Commerce President Laird to consider amending the current ordinance from a 5-year exemption schedule to a 10-year schedule. Dr. Rupp discussed the proposed ordinance amendment at the Economic Development Committee meeting and the Committee recommended the ordinance change to the 10-year exemption schedule. They felt the potential to attract redevelopment opportunity would be greater, and would be a larger payoff in the long run. It was moved by Mr. Noble, seconded by Mr. O'Neill to move the ordinance amendment to the Council agenda. Motion carried. Equipment Leases: Finance Director Miller stated the leases are for a front load refuse truck for Public Works; and a backhoe to be shared by the Sewer Department and the Stormwater Dept.; which will require a resolution to meet State Requirements for the lease-purchase agreements. The backhoe would be purchased after a period of three (3) years; and refuse truck would be purchased in five (5) years. It was moved by Ms. Pranses, seconded by Mr. Hoover to move the resolution to the Council agenda. Motion carried. Sheppard & Myers Dam- Approval of Design Specification Changes: Mr. Noble met with Manager Bowersox, Mr. Mahaffey from Gannett Fleming and EIT Steckler for clarification on the changes. The original proposal from the previous Council was for a "bare bones" design to meet compliance with DEP regulations. After review of the specifications, the changes were recommended by Gannett Fleming and Staff, the most significant being the provision for electricity, and the moving of pyrite out of the dam construction area to be used for the creation of a parking lot. Mr. Noble noted that "Restore Pennsylvania" is a grant funding entity for dam rehabilitation. Manager Bowersox noted he has an upcoming meeting with DEP, where this grant funding opportunity will be discussed, and agreed it is very important to seek this funding. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING Marc/1 20, 2019 Page3 After the design specifications are finalized, the permit application will be submitted to DEP, with anticipation of work to begin in 2020. It was moved by Mr. Shea, seconded by Mr. Hoover to move the approval of the Sheppard & Myers Dam design specification changes to the Council agenda. Motion carried. Main Street Hanover- Memorandum of Understanding: Manager Bowersox explained that in the past, The Borough paid $50,000 annually, with $20,000 allocated for the York County Economic Alliance; and $30,000 allocated for the Main Street Manager's salary. The Chamber of Commerce made the same contribution. Since that time, Main Street Hanover has become a 501(c)3 and no longer requires YCEA oversight. The new Memorandum of Understanding would be for the $30,000 annual funding toward the salary of the Main Street Manager only. Solicitor Shultis explained that a resolution will need to be passed in addition to the Memorandum of Understanding delineating the Borough's relationship with Main Street Hanover. It was moved by Ms. Pranses, seconded by Mr. Hoover to move the resolution and memorandum of understanding to the Council agenda. Motion carried. NEW BUSINESS 2019 Liquid Fuels Allocation- Finance Director Miller stated the Borough received notice from PennDOT that our 2019liquid fuels tax fund allocation would be $466,414.12, which is higher than budgeted. 2019-2020 Black Rock Landfill Monitoring Contract - From Hydro-Terra for landfill monitoring, which is required by DEP, and coincides with the groundwater control system being installed now. The pricing for the new contract for 2019-2020 reflects the same pricing as the 2018 contract. This contract has already been included in the budget. It was moved by Mr. Hoover, seconded by Ms. Pranses to approve the contract as presented for Manager Bowersox's signature. Motion carried. OLD BUSINESS Police Hiring /Background Process- Chief Martin explained that an officer needs to be hired to fill a vacant position, and another in anticipation of an officer's retirement. New hires must be on an eligibility list from the County consortium; they are ranked by their written and oral exam scores. Water Filtration Plant Supervisor- Manager Bowersox stated that Mr. Terry Sterner has been a dedicated employee for many years, and submitted a very nice retirement letter. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING March 20, 2019 Page4 His last day of work will be May 10,2019. His assistant Mike Harman will be promoted into the supervisor position. Emergency Management Coordinator - Mr. Rorrer held the position of Emergency Management Coordinator for the Borough, and due to his recent retirement, a replacement is needed. Mr. Jeff Waltman is very experienced and would be a good fit for the position, as he currently holds this position in Penn Township. Mr. Waltman would then be the Emergency Management Coordinator under the Regional Emergency Management Agency for Hanover Borough and Penn Township. It was moved by Mr. Lockard, seconded by Ms. Pranses to move the approval to the Council agenda. Motion carried. Public Communications Officer- Ms. Pranses asked Mr. Bowersox about the hiring of a public communications officer; Manager Bowersox responded that the employment advertisement is on the website and advertised in the Merchandiser. New Zoning Ordinance- Manager Bowersox informed the Committee that he has a meeting scheduled, and the ordinance is due to be finalized in the near future. Personnel Goals & Objectives- Mr. Noble asked about establishing goals and objectives for regular personnel. The need for a human resource position was discussed, and Chairman Rupp would like to have the Committee address the goals and objectives of personnel before budget time. President Reichart.clarified that what is meant by "Goals and Objectives" is HR management oriented, i.e., job descriptions, pay rates, etc. Finance Director Miller is gathering information on other municipalities for comparison. The Borough has approximately 150 employees, some are non-union, like the library and administrative staff; the office staff are undergoing union negotiations for a contract. Dr. Rupp thanked Mr. Noble for his question. PUBLIC COMMENT- None was presented. ADJOURNMENT: Chairperson Rupp thanked all for their attendance this evening. It was moved by Ms. Pranses, seconded by Mr. Reichart to adjourn the meeting at 8:15PM to an executive session regarding legal matters. Motion carried. Respectfully submitted, {,\/hr~ Dorothy C. Felix Borough Secretary