2 Finance & Personnel Committee

MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING July 17, 2019 Chairperson Rupp called the Hanover Borough Finance & Personnel Committee meeting to order Wednesday Evening, July 17,2019 at 7:00PM at the Hanover Municipal Building, 44 Frederick Street, Hanover, PA, as advertised. Attendance: In attendance were Council Members Mr. Hoover, Mr. Lockard, Mr. O'Neill, Ms. Pranses, Mr. Reichart, Dr. Rupp and Mr. Shea; Mayor Ojo; Solicitor Shultis; Staff Members Secretary Felix, Public Works Supt. Grimm, Finance Director/ Interim Borough Administrator Miller and Administrative Asst./ Asst. Secretary Musselman. US Census Bureau: Chairman Rupp welcomed Ms. Francine Stephens from the US Census Bureau. Ms. Stephens thanked Hanover Borough Council for allowing her to present information on the upcoming 2020 census. Ms. Stephens stressed the importance of gaining an accurate count for proper representation in the US House of Representatives, and explained how census counts directly influence amount of fund distribution from federal dollars to state and local governments. For the first time ever, there will be an on-line response option. There is strict confidentiality with submissions and a privacy policy in place. She summarized groups at risk of undercount and the need to educate the public on the importance of an accurate count. Complete Count Committees (CCC's) are established by state and local governments to increase awareness and motivate residents in the community to respond. A CCC should include community leaders, heads of relevant government agencies and departments, heads of community and faith-based organizations, business organizations and regional organizations, etc. The in-field canvassing will begin in August 2019. Census Day will be April1, 2020. Internet self-response will be from March 2020 through July 2020. Ms. Stephens provided website links for more information and public education. The Borough will place a link for the census on their website. Chairman Rupp thanked Ms. Stephens for her presentation this evening. Approval of the Minutes: It was moved by Mr. Shea, seconded by Mr. Reichart to approve the minutes of June 19, 2019 as written. Motion carried. Approval of the Bills: It was moved by Mr. Shea, seconded by Mr. Reichart to approve the bills for payment. Motion carried. Liquid Fuels Bills: It was moved by Mr. Hoover, seconded by Ms. Pranses to approve the payment of the Liquid Fuels bills. Motion carried. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING July 17, 2019 Page2 Monthly Financial Statement: Finance Director Miller reviewed the monthly Financial Statement for June 2019 w hich was emailed prior to this evening's meeting. Mr. Miller noted that more parking tickets are being issued, and less are going to the District Magistrate, so citations and Magistrate fines are down. June 30th is the halfway point of the year, so end of year projections can begin to be calculated based on the first 6 months. If anyone has any questions, or concerns, please let Finance Director Miller know and he will address same. Chairman Rupp would like to have a preliminary budget discussion in August. Monthly Investments: Finance Director Miller noted the variable interest rate for the month of July was 2.40% w ith Peoples Bank; with projected interest of $42,586.97. Variable interest rate is slightly down from last month. Minimum Municipal Obligation Change in Actuarial Assumption: The change is recommended by the Borough's actuary, Conrad Siegel. Finance Director Miller noted the updated mortality table was specifically developed for municipalities, and is an indicator that life expectancy has increased. Although it increases costs, it is aligned w here it should be; it w ill impact the 2021 budget w ith an increase of $250,000 - $300,000. It was moved by Mr. Shea, seconded by Ms. Pranses to move the item to the Council agenda for formal approval. Motion carried. Energy & Feasibility Study- Energy Systems Group: The Fire Commission is utilizing the same company and after making suggested improvements from the company's recommendations, will obtain considerable cost savings. The study will likely indicate the importance of moving forward with the electronic/ radio read system for the water meters. The company will make recommendations, and guarantee savings for same. If the recommendations are implemented without the projected savings, the company will reimburse us for same. There are no up-front costs and there is no obligation to move forward with the recommendations. It was moved by Mr. Lockard, seconded by Mr. Shea to place the item on the Council agenda for consideration. Motion carried. Abolishing Final Readings for Non-Property Sales for Water /Sewer/ Stormwater/ Refuse Billings: Mr. Reichart explained that the Water & Sewer Committee recommended the requests for final readings for non-property sales be discontinued because it has become administratively burdensome. This is due in part to the increasing number of customers on the system and the substantial quantity of requests for readings in between regular billings, which generates a separate bill. Landlords have the ability to calculate the rate or prorate same; this directive will not affect property sales. Library Personnel Items: One Adult Dept. part-time position needs filled; and one full- time position for a combination of Marketing Coordinator & Adult Dept. position. The MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING July 17, 2019 Page3 Committee asked for clarification of the duties of the Marketing Coordinator, and if this person would fulfill the same duties as the Development Coordinator which was partially funded by the York County Library System in the past. It was moved by Mr. Reichart, seconded by Mr. Shea to table the decision for clarification with Library Director Kane on the duties of the Marketing Coordinator. Motion carried. Multi-Modal Grant Resubmission Deadline 7/31: This application can be resubmitted based on the prior information which was originally filed by Simone Collins last year. Finance Director Miller wanted to clarify that even though the match requirements may not be required, the inclusion of same could possibly place more weight on award. The match can be up to 30% or $153,000 out of the $510,000 total grant. The grant will be awarded in late fall2019 for 2020. It was moved by Mr. Hoover, seconded by Mr. Shea to place the application for the multimodal grant on the Council agenda with up to a 30% approved match. Motion carried. Tourism Grant for Video Production: Finance Director Miller noted Main Street Hanover can apply for up to a $10,000 grant for a tourism video to promote Hanover, but carries a 25% cash match, if the Borough would be willing to fund same ($2,500.00 maximum). It was moved by Mr. Shea, seconded by Mr. Hoover to place the item on the Council agenda for consideration. Motion carried. Sale of Equipment - Bids: Finance Director Miller provided a report of quotes for equipment for disposition under Resolution No. 1248, and noted that because two (2) quotes for sale of equipment came in above the maximum threshold of $2,000, there were 2 pieces of equipment which are being bid out: A 1988 Mack Roll-O££ and a 1994 555D Backhoe. Sealed bids will be opened July 22, 2019. It was moved by Mr. Lockard, seconded by Mr. Shea to place the matter on the July 24, 2019 Council agenda. Motion carried. Stormwater Authority Management Agreement: Solicitor Shultis stated the agreement addresses the structure between the Borough and the Authority to share operating costs, including those for employees and related wages; same was approved by the Stormwater Authority. The Borough needs to authorize the agreement. It was moved by Ms. Pranses, seconded by Mr. Shea to move the matter to the Council agenda. Motion carried. Bus Shelter Agreement: Finance Director Miller noted the agreement is still being revised to reflect the no advertising clause and the need for anti-graffiti surfacing. It was moved by Mr. Shea, seconded by Mr. O'Neill to move the matter to the Council agenda for approval, pending addition of these clauses in the agreement. Motion carried. Mayor's Intention to Perform Wedding Ceremonies: Submitted by Mayor Ojo to notify Council of her intent to perform marriage ceremonies, as stipulated in the Pennsylvania MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING July 17, 2019 Page4 Borough Code. The Committee acknowledged the Mayor's n otice and report of a recent wedding. Disabled Veteran Real Property Tax Exemption: It was moved by Mr. Shea, seconded by Ms. Pranses to move the approval for the tax exemption for Mr. Stanley Dehoff, Jr., as per the letter from the Department of Military and Veterans Affairs to the Council agenda for approval. Motion carried. Appointment of Borough Representatives to Committees: It was moved by Ms. Pranses, seconded by Mr. Shea to move the following proposed appointments to the Council agenda: ')>- York Area Metropolitan Planning Organization (Y AMPO) ')>- R. Samuel Miller, alternate member ')>- Local Government Advisory Committee (LGAC) for the York County Planning Commission (YCPC) ')>- Public Works Supt. Grinun Dr. Rupp thanked Mr. Miller and Supt. Grimm for their willingness to serve on these committees. Motion carried. NEW BUSINESS: Eisenhower Drive Extension Update: Ms. Pranses summarized the recent meeting with Representative Kate Klunk, noting PennDOT is very focused on public comment for the proposed project. The TSM Alternative would adversely affect fifty-three (53) properties within the Borou gh and draw additional traffic into the Borough's downtown. The extension project would only affect seven (7) properties going through rural areas and divert the traffic from the downtown area. The Committee was in favor of developing a resolution in support of the extension diverting the project from the downtown area. The link for public comment for the project will be on the home page of the Borough's website for citizen comment. The Evenin g Sun was asked to please publicize the public comment link and to generate an article on the proposed project, so the public is aware of the direction from PennDOT on this issue. Chairman Rupp thanked the Committee for their attendance this evening, and Evening Sun Reporter Katelyn Greenockle for her assistance. PUBLIC COMMENT: None was presented. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING July 17, 2019 PageS 8:35 PM: Executive Session: The Committee meeting temporarily adjourned for an executive session to discuss personnel matters. 9:42 PM: The meeting reconvened. ADJOURNMENT: Chairperson Rupp thanked all for their attendance this evening. It was moved by Mr. Hoover, seconded by Mr. O'Neill to adjourn the meeting at 9:43 PM. Motion carried. Respectfully submitted, 0 !1~ ~ Do~~elix.j Borough Secretap