2 Finance & Personnel Committee

MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING August 21,2019 Chairperson Rupp called the Hanover Borough Finance & Personnel Committee meeting to order Wednesday Evening, August 21, 2019 at 7:12 PM at the Hanover Municipal Building, 44 Frederick Street, Hanover, P A, as advertised. Attendance: In attendance were Council Members Mr. Baumgardner, 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 Fire Chief Clousher, Secretary Felix, Public Works Supt. Grimm, Finance Director/Interim Borough Administrator Miller and Administrative Asst./ Asst. Secretary Musselman. Acknowledgement of Executive Session: Chairman Rupp noted the minutes should reflect the executive session which was held from 6:15PM to 7:10 PM prior to the meeting of the Finance & Personnel Committee regarding personnel matters. PFM Financing - 2015 B Bonds Refunding Potential: Mr. Zach Williard from PFM Financing and Mr. Timothy Care from PNC (underwriters) were present to address the refinancing of the 2015B bonds. The lower interest rates are trending and market is good for refinancing. A potential call date would be Aprill, 2020, allowing settlement within 90 days of the call date. Mr. Williard asked for questions and noted PFM will continue to monitor the market and be in touch with Finance Director Miller regarding the potential for refinancing, with a possible motion on the September 25, 2019 to move forward and/ or approve a parameters ordinance. The last bond refinancing was done in 2017. Approval of the Minutes: It was moved by Mr. Noble, seconded by Mr. Shea to approve the minutes of July 17, 2019 as written. Motion carried. Approval of the Bills: It was moved by Ms. Pranses, seconded by Mr. O'Neill to approve the bills for payment. Motion carried. Liquid Fuels Bills: It was moved by Mr. Shea, 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 July 2019 which was emailed prior to this evening's meeting. If anyone has any questions, or concerns, please let Finance Director Miller know and he will address same. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING August 21, 2019 Page2 Monthly Investments: Finance Director Miller noted the variable interest rate for the month of July was 2.15% with Peoples Bank; with projected interest of $38,810.02. Variable interest rate is slightly down from last month. Fire Inspection Fees: The proposed ordinance and fee resolution were discussed at the Public Safety- Public Service Committee meeting on August 12th. Ms. Pranses noted the consensus of the Committee was the need for fire inspections was considered a positive public safety issue that mirrors Penn Township's ordinance. Fire Chief Clousher noted that Mr. O'Neill suggested having an allowance for owner occupied rental units. Chief Clousher found that York City does not assess fees for owner-occupied rentals, and the Borough can make that revision. Dr. Rupp spoke with Manager Rodgers at Penn Township and would like to see consistency between Hanover Borough and Penn Township's ordinances for this issue. Ms. Pranses noted her experience with the "Sound the Alarm" event sponsored by the Red Cross to evaluate and install smoke detectors in the downtown area, in which there were many eye-opening safety concerns that could save lives if inspected and corrected. Mr. Chesney asked who would be placed in the role of Fire Inspector, and Fire Chief Clousher noted he would be willing to occupy that role if Council approves same. Dr. Rupp stated it may be a good idea to have landlords present at tenant-occupied dwellings for the inspections. Some violations of the fire code are caused by the tenants, and these issues could be addressed with the landlord present. Mr. O'Neill and Mr. Baumgardner questioned why the present code cannot handle these issues. Mr. Noble was concerned that many landlords would object to the inspection fees. Mr. Baumgardner asked for clarification on the need for this service, and the hidden fire hazards that are not seen, which could become be a liability issue. Mr. Reichart suggested a fire inspection may be considered a benefit for a landlord to have the documentation. Mr. O'Neill asked if Penn Township had a checklist of items for the inspections; Chief Clousher will generate a checklist. The Committee discussed the pros and cons of the proposed fire inspection ordinance. It was moved by Mr. Shea, seconded by Ms. Pranses to move the approval of the ordinance to Council for a vote. On roll call, the following voted in favor of the motion: Mr. Chesney, Mr. Lockard, Ms. Pranses, Mr. Reichart, Dr. Rupp and Mr. Shea; Mr. Baumgardner, Mr. Hoover, Mr. Noble and Mr. O'Neill voted in opposition to the motion. The motion to move the ordinance & resolution to Council passed with 6 voting in favor of the motion and 4 voting in opposition to the motion. Motion carried. (There was not adequate time for advertisement of the ordinance for the August 28, 2019 Council Agenda.) Delinquent Tax Collection/Relief Penalty Policy - Proposed Resolution: The resolution approves a unified policy for addressing penalty and interest waivers on Business and Mercantile Privilege Taxes with all municipalities participating with the York Adams Tax Bureau. It was moved by Mr. Chesney, seconded by Mr. Shea to move the item to the Council agenda. Motion carried. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING August 21, 2019 Page3 PennDOT Winter Services Agreement: Public Works Supt. Grimm noted the agreement meets PennDOT's union requirements and assures the Borough gets reimbursed for winter storm costs on State roads. It was moved by Ms. Pranses, seconded by Mr. O'Neill to move the resolution for the agreement to the Council agenda. Motion carried. Comcast Cable Franchise Fee Agreement: Mr. Miller described the proposed agreement that will add 3% franchise fee that is available for the Borough from Comcast. The fee does not apply to internet charges. The Committee would like to see cable services to be extended to schools and the library at no charge in the future, which could be considered in negotiation when the current agreement ceases. It was moved by Mr. Chesney, seconded by Mr. O'Neill to move the agreement to the Council agenda for consideration. Mr. Reichart voted in opposition to the motion. Motion carried. Eisenhower Drive Bridge Rehabilitation Proposal: Received from Herbert, Rowland, and Grubic (HRG) for engineering services funded through Liquid Fuels. The expansion joint will be repaired and the bridge will be milled and repaved, which should be a 20 year fix. The project will need to be sent out for bids. There will be no sidewalk on the bridge. It was moved by Mr. Shea, seconded by Mr. Hoover to move the item to the Council agenda. Motion carried. Eisenhower Drive Paving Bid: Public Works Supt. Grimm noted the project begins at Route 194- Broadway, and extends to just beyond George Street. It will not involve any utility work. There was a bad mix of asphalt when this section was originally paved, and the road surface is disintegrating. This project is estimated at $200,000 and will be funded through Liquid Fuels. The bid opening will occur on Wednesday, September 4th and be awarded at a special Council meeting on Monday, September 9th at 6:00PM prior to the Public Safety - Public Service Committee meeting, to give time to complete the work before the paving season ends. It was moved by Ms. Pranses, seconded by Mr. Shea to approve the bid opening and approval process. Motion carried. Bus Shelter Agreement: The revised agreement was received from York County Transportation Authority (Rabbit Transit) for the corner of the municipal lot on East Walnut Street and South Railroad Street, with provision for no advertising and allowance for graffiti removal. The proposed structure will be installed and maintained by York County Transportation Authority. It was moved by Mr. Noble, seconded by Mr. Shea to move the approval to the Council agenda. Motion carried. Disabled Veterans Real Property Tax Exemption Requests: The Department of Military and Veterans affairs forwarded a request from Michael R. Smith, 314 West Hanover Street for real estate tax exemption. It was moved by Mr. Chesney, seconded by Mr. Hoover to move the item to the Council agenda. Motion carried. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING August 21, 2019 Page4 NEW BUSINESS: Police Sergeant: Finance Director Miller noted that a request for retirement was submitted and later rescinded due to the employee's incorrect calculation of eligibility date for retirement. LERTA Application: Finance Director Miller noted the application for 34 Frederick Street was just received this afternoon. It was moved by Ms. Pranses, seconded by Mr. O'Neill to move the item to the Council agenda. Motion carried. 2020 Budget: President Reichart suggested that the Police Department and Fire Department budgets be presented at the Public Safety - Public Service Committee meeting on Monday, September 9th and referenced in the attachments for the formal presentation on September 18th. The Committee agreed to Mr. Reichart's recommendation. Request for Offsite/Remote work for Ms. Morningstar: It was moved by Ms. Pranses, seconded by Mr. Hoover to approve the allowance to Ms. Morningstar for tuition reimbursement for fall 2019 with an increase of $117.00 for a total of $6,186.00; and to work remotely at Gannett Fleming's Camp Hill office for the period of August 26th to December 13th, 2019, maximum one day per week, provided staff is informed of her schedule. Gannett Fleming is in close proximity to where she attends college. Mr. Reichart and Mr. Baumgardner voted in opposition to the motion. Motion carried. Eisenhower Drive Bypass: Mr. Noble would like for the Committee to attend the upcoming meeting on October 22nd as a group; the Committee discussed their proposed attendance at this meeting. AFSCME White Collar Contract: It was moved by Mr. Hoover, seconded by Mr. Shea to move the approval of the contract as recommended by the Borough Negotiating Committee and Special Labor Counsel to the Council agenda. Motion carried. University of Delaware Agreement (Revised): Solicitor Shultis noted this agreement is for the stormwater project for the Hanover School Campus Master Plan, revised to comply with university format, (funded through the Growing Greener Grant.) It was moved by Ms. Pranses, seconded by Mr. Shea to move the item to the Council agenda. Motion carried. Pear Trees on Center Square: Mr. Noble questioned why the pear trees on Center Square were not approved for removal at the meeting of the Shade Tree Commission on August 5, 2019. Mr. Reichart explained that Council approved a recommendation to the Shade MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING August 21, 2019 PageS Tree Commission for removal; but the Shade Tree Commission has ultimate jurisdiction over the care of shade trees within public rights-of-way according to the Borough Code. The Shade Tree Commission responded they would agree to removal of the trees only if a replacement plan was in place and properly budgeted. PUBLIC COMMENT: None was presented. 8:30PM: Executive Session: It was moved by Ms. Pranses, seconded by Mr. Shea for the Committee meeting to temporarily adjourn to an executive session to discuss personnel matters. 9:05 PM: The Finance & Personnel Committee meeting reconvened. It was moved by Mr. Hoover, seconded by Mr. Shea to m ove the engagement of the services of Michael J. O' Rourke as Hanover Borough Administrator as an independent contractor to the Council agenda for approval. Motion carried. ADJOURNMENT: Chairperson Rupp thanked all for their attendance this evening. It was moved by Mr. H oover, seconded by Mr. Shea to adjourn the m eeting at 9:07PM. Motion carried. Respectfully submitted, W;4~r# Dorothy C. Felix Borough Secretary