2 Finance & Personnel Committee

MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING December 18, 2019 Chairperson Rupp called the Hanover Borough Finance & Personnel Committee meeting to order Wednesday Evening, December 18, 2019 at 7:00PM at the Hanover Municipal Building, 44 Frederick Street, Hanover, P A, as advertised. Attendance: In attendance were Council Members Mr. Arter, Mr. Chesney, Mr. Lockard, Mr. Noble, Mr. O'Neill, and Dr. Rupp; Solicitor Shultis; Staff Members Water Distribution Supervisor Ault, Manager Dunford, Secretary Felix, Finance Director Miller, MS4 Coordinator Morningstar and Administrative Asst./ Asst. Secretary Musselman. Approval of the Minutes: It was moved by Mr. Arter, seconded by Mr. Lockard to approve the minutes of November 20,2019 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 . Series B 2015 Water Bond Refunding Update: Mr. Zach Williard, PFM Financial Advisors, LLC was present to update the Committee on the bond refinancing. He distributed and reviewed the rating report from Moody's, and an Executive Summary and Maximum Parameters Bond Sale Document for the Committee's review. Hanover maintains an Aa3 bond rating and a strong financial position. The settlement date will be January 7, 2020 with a net savings of $506,735.00. Chairperson Rupp thanked Mr. Williard for his presentation, and Mr. Williard thanked the Committee for hosting his briefing this evening. Liquid Fuels Bills: It was moved by Mr. Noble, seconded by Mr. Arter to approve the payment of the Liquid Fuels bills. Motion carried. Monthly Financial Statement: Finance Director Miller emailed the monthly Financial Statement for November 2019 prior to this evening's meeting. Funds are on track and trending as expected. Next month's report will be preliminary, mid to late March will be the final audit closeout for 2019. 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 monthly variable interest rate is at 1.78% on investments, with an estimated yield of $27,643.50. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING December 18, 2019 Pagel Proposed 2019 Budget Amendments: Finance Director Miller reviewed the budget amendments for 2019. It was moved by Mr. Arter, seconded by Mr. Chesney to approve the 2019 Budget Amendments, as presented. Motion carried. List of Annual Ordinance & Resolutions: Manager Dunford provided a copy of a memo that was given to employees regarding health care costs and employee contributions for 2020, and a brief description of direction of health care options. Salaried personnel will receive their memo tomorrow 12/19/ 19. Mr. Chesney questioned the need for a Mayor's salary ordinance when the amount is zero. Mr. Shultis recommended the ordinance approval to remain on the Council agenda in order to acknowledge same, in keeping with previous years. It was moved by Mr. Lockard, seconded by Mr. Chesney to place the approval of the following ordinance and resolutions on the Council Agenda for December 23,2019: ~ Ordinance No. 2294- Mayor's Salary ~ Resolution No. 1270- 2020 Tax Rate ~ Resolution No. 1271 - Approval of the Budget ~ Resolution No. 1272- Police Chief & Lt. Salaries ~ Resolution No. 1273- Fire Chief & Executive Secretary Salaries ~ Resolution No. 1274- Recreation & Seasonal Salaries ~ Resolution No. 1275- Administrative Salaries ~ Resolution No. 1276 - Non-Appointed Library Personnel ~ Resolution No. 1277- Miscellaneous Fee Resolution ~ Resolution No. 1278 - Equipment Rental Rate Resolution Motion carried. Sunshine Bill- Meeting Schedule 2020: It was moved by Mr. Lockard, seconded by Mr. Arter to advertise the 2020 meeting dates and times as presented. Motion carried. Workers Compensation & Liability Insurance for 2020: Finance Director Miller met with Mr. Hartlaub from Weber Insurance who provided quotations for 2020. There was some difficulty with obtaining quotations due to the dams. Selective has been very consistent with providing good service in the past, and the Borough continues to receive good discounts with our tenure. It was moved by Mr. Arter, seconded by Mr. Lockard to approve the workers compensation and liability insurance quotation as provided by Selective Insurance. Motion carried. 2020 Budget: Finance Director Miller noted he forwarded an updated cash carry-in chart, and presented brief narratives for each fund. He further noted the PUC Water Rate Study is very time consuming and intensive, in order to provide all the necessary MINUTES OF THE HANOVER BOROUGH FTNANCE & PERSONNEL COMMITTEE MEETING December 18, 2019 Page3 documentation. Hanover's water rates are very competitive. It was moved by Mr. Arter, seconded by Mr. Chesney to recommend the 2020 Budget to the Council agenda for approval, as presented. Motion carried. Tuition Reimbursement Request: It was moved by Mr. Noble, seconded by Mr. Chesney to recommend reimbursement to MS4 Coordinator Falyn Morningstar for her fall2019 semester courses successfully completed, and to move forward with spring 2020 courses with Penn State University toward her degree in environmental engineering, as presented. Motion carried. Dowling Forestry Agreement for Timbering Plan- Watershed: Mr. Noble noted that Mr. Dowling has prepared a professionallO year plan that covers 2,500 acres of forest in the watershed. The Water & Sewer Committee approved the agreement for consideration by the Finance & Personnel Committee. The State Forester gave Dowling Forestry a very high recommendation as a professional forester. Previously PH Glatfelter had the forestry contract for use at their paper mill. Clear cutting is not a part of the Dowling contract, but will have selective cutting only. It was moved by Mr. Noble, seconded by Mr. Chesney to move the Forestry Agreement with Dowling Forestry for the Watershed area to the Council Agenda. Motion carried. Appointments & Reappointments: It was moved by Mr. Chesney, seconded by Mr. Noble to move the following appointments to the Council Agenda: Current Appointee Title Current Name Length of Term Sewage Enforcement Officer Douglas Stambaugh 2 years (reappointment) Zoning Hearing Board Merle Feder 3 years (previously ZHB alternate) Zoning Hearing Board James Zartman 3 years (reappointment) Zoning Hearing Board Alternate Zachary B. Shirk no term (new) Current Appointee Title Current Name Length of Term Police Pension Fund Committee Larry Bream 2 years (reappointment) Police Pension Fund Committee C. Edward Good 2 years (reappointment) Police Pension Fund Committee John J. Riley, Jr. 2 years (reappointment) Stormwater Authority Zachary Shearer 5 years (reappointment) Vacancy Board Brian O'Neill 2 years (new) Property Maint. Code Appeals Bd. Eric Kenworthy 3 years (reappointment) Hanover Area Fire & Rescue Comm Christopher Lockard 2 years (reappointment) Council Representative Planning Commission Michael Kelly unexpired term until 7/31/21 (new) Motion carried. MINUTES OF THE HANOVER BOROUGH FINANCE & PERSONNEL COMMITTEE MEETING December 18, 2019 Page4 NEW BUSINESS 34 Frederick Street: Manager Dunford met with Mr. Bowser from Integrated Development Partners today. A letter was drafted by Solicitor Shultis for alley closure and vacation of alley as requested by Mr. Bowser. Manager Dunford wanted to keep Council informed of the progress. This is a new request for alley vacation; there was a previous request from a prior owner, that never came to fruition. Manager's Report: Manager Dunford reviewed her first Manager's Report since her acceptance of the Borough Manager position on Dec. 2, 2019. She noted economic development projects are high priority. The Committee thanked Manager Dunford for her report. OLD BUSINESS Solicitor Shultis briefed the Committee on the proposed deeds of dedication for Northpointe for the sanitary sewer and public water facilities which will be presented in a resolution format for approval at the Dec. 23, 2019 Council meeting. Chairman Rupp reminded all that the Council m eeting will be held Monday, December 23, 2019 at7:00 PM due to the Christmas holiday; and Council reorganization will occur Monday, January 6, 2020 at 7:00PM. Main Street Manager Trucksess stated there have been 120 plus in line for the Santa Cabin each night, and is a great success. The Committee congratulated her and the Christmas Committee on a job well done. PUBLIC COMMENT: None was presented. Chairperson Rupp thanked all for their attendance this evening. 7:43PM: The meeting temporarily recessed to an executive session regarding litigation. 8:15 PM: The meeting reconvened, and it was moved by Mr. Lockard, seconded by Mr. Arter to adjourn the meeting at 8:15PM. Motion carried. Resp ~ctfully submitted, Wa~lF~ Borough Secretary