2 Finance & Personnel Committee

MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING November 20, 2019 Chairperson Rupp called the Hanover Borough Finance & Personnel Committee meeting to order Wednesday Evening, November 20, 2019 at 7:00PM 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, and Dr. Rupp; Solicitor Shultis; Staff Members Water Distribution Supervisor Ault, Secretary Felix, Finance Director Miller and Administrative Asst./ Asst. Secretary Musselman. Acknowledgement of Executive Session: Dr. Rupp noted an Executive Session was held prior to this evening's meeting to discuss personnel and legal matters. Approval of the Minutes: It was moved by Mr. Chesney, seconded by Ms. Pranses to approve the minutes of October 16, 2019 as written. Motion carried. Approval of the Bills: It was moved by Ms. Pranses, seconded by Mr. Chesney to approve the bills for payment. Motion carried. Liquid Fuels Bills: It was moved by Mr. Noble, seconded by Mr. Hoover to approve the payment of the Liquid Fuels bills. Motion carried. Monthly Financial Statement: Finance Director Miller emailed the monthly Financial Statement for October 2019 prior to this evening's meeting. Funds are trending as expected; more detail will come with budgetary packets. Will have minor budget amendments for next month. If anyone has any questions, or concerns, please let Finance Director Miller know and he will address same. Monthly Investments: Finance Director Miller noted the investment is just under 2% with a yield just under $30,000. Miscellaneous Fee Resolution - Finance Director Miller noted the draft resolution was forwarded to staff and Council for any potential revisions; work in progress for Dec. 23, 2019 Council agenda. Many of the fees previously designated by ordinance were revised to be listed by resolution. The draft fire inspection fees were newly added as part of this resolution pending Council approval of the proposed ordinance on 11/ 26/19. Mr. Chesney noted his oppositi~:m to the commercial fire inspections, as he believes businesses already have their own MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING November 20, 2019 Page2 standards for safety. Mr. Noble would not be in favor of moving the proposed Fire Inspection Ordinance to Council, and if the ordinance is defeated then the fees could be removed from the resolution. There was discussion on the pros and cons of the proposed fire inspection ordinance. Equipment Rental Rate Resolution- The draft resolution was forwarded to staff and Council for any potential revisions; work in progress for Dec. 23, 2019 Council agenda. These rates are u sed for projects that the Borough will invoice for that include use of Borough equipment; the Borough does not "rent out" equipment per se. Sunshine Bill- Meeting Schedule- The proposed meeting dates and times for 2020 will be advertised in late December in compliance with State regulations for the Sunshine Act. Hydro-Terra Contract Black Rock Landfill- Finance Director Miller stated the contract is on the agenda for recovery well installations & connections, which is in compliance with DEP regulations. The second low bidder "Earth Matters" was approved for the well- drilling portion of the project. It was moved by Mr. Chesney, seconded by Mr. Hoover to move the item to the Council agenda. Motion carried. Paving Ruth Avenue from Middle Street to Hanover Street - The proposed reallocation of $15,000 was brought before the Public Works and Facilities Committee in accordance with other utility work in the area by Columbia Gas. It was moved by Mr. Chesney, seconded by Mr. Noble to move the item to th e Council agenda. Motion carried. 2020 Budget - Finance Director Miller stated this evening will be the final point of deliberation before a motion is placed on the November 26, 2019 Council agenda for formal public advertisement of the budget. The 2019 budget projection schedule was revised as provided via email. All are well within the 2019 budget amounts. New or enhanced capital items were included in the same email. It was moved by Mr. O'Neill, seconded by Mr. Chesney to approve the budget for advertisement on the November 26, 2019 Council agend a. Motion carried. NEW BUSINESS 2020 Market Hours: Administrative Assistant/ Assistant Secretary Musselman stated the Hanover Market House currently opens at 6:00 AM but there is very little business before 7:00AM. Citizens are patronizing the market later now than in the past. A majority of market vendors were in favor of the change. Mr. Reichart was concerned that those who like to arrive at the market earlier may not be able to accommodate the later hours. After discussion, it was moved by Mr. Chesney, seconded by Mr. O'Neill to approve the change in hours, and for the item to be placed on the Council agenda. Motion carried. · MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING November 20, 2019 Page3 Planning Commission Members Newly Elected to Council - Current Planning Commission Members Mr. Roland and Mr. Hegberg were recently elected to serve on Council beginning in 2020; Mr. Arter was also elected to Council in 2020, but resigned from the Planning Commission. Solicitor Shultis noted two (2) Council Members are permitted to serve on the Planning Commission. Staff will reach out to Mr. Hegberg and Mr. Roland to ask if they would like to serve on both Council and the Planning Commission. Name Term Ending Charles Hegberg 7/31/ 23 Scott Roland 7/31/21 Christopher Arter 7/31/ 21 Mr. O'Neill expressed interest of serving on the Zoning Hearing Board if there is an opening for a replacement. Mr. Chesney and Mr. Hoover expressed interest in serving on the Planning Commission, if there are openings. Terms of Board & Commission Members to expire 12/31/1.9: The following appointments/ reappointments will contacted and finalized to be placed on the December 23, 2019 Council Agenda: Current Appointee Title Current N arne Length of Term Sewage Enforcement Officer Douglas Stambaugh 2 years Zoning Hearing Board John Hollinger 3 years Zoning Hearing Board James Zartman 3 years Police Pension Fund Committee Larry Bream 2 years Police Pension Fund Committee C. Edward Good 2 years Police Pension Fund Committee John J. Riley, Jr. 2 years Stormwater Authority Zachary Shearer 5 years Vacancy Board James Roth 2 years Property Maint. Code Appeals Bd. Eric Kenworthy 3 years Hanover Area Fire & Rescue Comm Christopher Lockard 2 years Council Representative Multi-Use Trail at Long Arm Dam: Ms. Pranses reported speaking to the Rangers, a local group who have extensive fund raising experience and DCNR certification for trail maintenance. A "Friends of the Watershed" organization could be formed similar to the "Friends of Codorus" made up of groups and individuals interested in birdwatching, fishing and hiking that could help provide trail maintenance in the watershed area. A stakeholders meeting could be held in January to explore the idea. Mr. Chesney offered to have representatives from the Friends of Codorus attend to advise. Mr. Noble was MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING November 20, 2019 Page4 concerned with lack of police protection in the area. He noted citizen complaints were received at Water & Sewer Committee when the Borough proposed a parking area here. Dr. Rupp noted that over 300 Christmas ornaments were supplied for the tree on the square by citizens. Main Street Hanover asked for donations of the ornaments, and the community responded with great enthusiasm. Monetary donations were also received; the old cabin ornaments are on sale and are expected to be very popular. Warehouse Gourmet: Solicitor Shultis noted there is a (5') five foot gap between the areas designated on the deeds between the Warehouse Gourmet and Borough property. Warehouse Gourmet approached the Borough for a Quit Claim deed. Mr. Shultis advised the owners of Warehouse Gourmet to file an" Action to Quiet Title" which they did. This matter will go before a judge to determine the ownership of the five (5') foot gap. He noted that Warehouse Gourmet had their lot surveyed, but the Borough has not. The Warehouse Gourmet bought the property adjacent that fronts on High Street to expand their brewery. Council Reorganization Meeting Monday, January 6, 2020: The meeting time will be 7:00 PM, and will be advertised on the Sunshine bill. PUBLIC COMMENT: None was presented. Chairperson Rupp thanked all for their attendance this evening. ADJOURNMENT: It was moved by Ms. Pranses, seconded by Mr. Hoover to adjourn the meeting at 7:50PM. Motion carried. Respectfully submitted, ~Ia~{.!~ Borough Secretary