4.a. Consent Minutes  MINUTES OF THE  HANOVER BOROUGH COUNCIL WORKSHOP/ FINANCE & PERSONNEL COMMITTEE MEETING  January 17, 2024  Vice-President Kress called the Hanover Borough Council Workshop/Finance & Personnel Committee meeting to order Wednesday evening, January 17,2024 at 7:001 PM in the Hanover Borough Municipal Building, 44 Frederick Street, Hanover, PA, as Attendance: On roll call, the following answered as present: Council Members Mrs. Funk, Mrs. Greenholt, Mr. Hegberg, Mr. Kress, Mr. Lookenbill, Mr. Reichart, and Dr. Rupp; Solicitor Shultis; and Mayor Whitman. Council Members Mr. Bubb, Mr. Fuentes The following staff members were in attendance: Assistant Public Works Director Bean, Library Director Baldwin, Secretary Felix, Human Resources Director Hill, Borough Manager Lewis, Planning & Engineering Director Mains, Police Chief Martin and Chief Community Media was present to conduct a video and audio recording of the meeting  advertised.  and Mr. Roland were not in attendance.  Code Enforcement Officer Miller.  via Zoom presentation for all citizens to have access.  PUBLIC COMMENT:  Robert Holt, 513 High Street: Mr. Holt stated that he recently attended the Library Board of Governors meeting. Mr. Holt asked that Council hold to their promise that was made in June of this year, to help to sustain the library and relieve the burden on Hanover  Borough finances.  Chairman Kress thanked Mr. Holt for his concerns and comments.  Solicitor Shultis stated that an executive session was held from 6:001 PM until 7:00PM prior to this meeting regarding the following items under Sections 708a (3), (4) and (5)  of the Sunshine Act:  KCConstruction VS. The Borough of] Hanover 3matters relating to lease & purchase of real estate    Minutes of the Hanover. Borough Council Workshop/Finance & Personnel Committee  January 17,2024 Page 2 PRESENTATIONS  Hanover Area Chamber of Commerce  Gary Laird, President and Sarah Messer, Vice-President of the Hanover Area Chamber of Commerce were present. Mr. Laird noted that the Dutch Festival was rebranded as the Snack Town Street Fair and shared some of the positive attendance results and feedback. There were increases in both attendees and vendors. There were 12,000 attendees in 2023, demonstrating a large increase in numbers of attendees from past years. Ms. Messer described the variety of vendors and community engagement, recruitment, etc. President Laird and Vice-President Messer thanked Borough Council Mr. Reichart asked if they felt that these trends were post-covid related, and if other Ms. Messer noted that the Snack Town Brewfest attendance has plateaued in the past few years, and the Chamber plans to change this event platform from an over-21 only event toai more family-oriented event with a greater variety of vendors. While beer will still be available at the event, there will be more music and activities for families. The Chamber looks forward to announcing a new and exciting partnership that will bring more attendees to this event. It is scheduled for September 14, 2024. There will be more Dr. Rupp congratulated Mr. Laird on his pending retirement and thanked him for all of  for their support of the event and asked for any questions.  events could capitalize on this increase.  information to come.  his dedicated work and contributions to the community.  Library Board of Governors Kecommendations to Borough Council  Library Board President Christina Rosensteel and Vice-President Nathaniel Fissel were present to discuss recommendations on behalf the Library Board of Governors in lightof  the proposed lease with the Hanover Area Historical Society:  Orphan Court approval for any tenant moving into the building.  Maintain the Library in its current state and have the Hanover Public Library Association (HPLA) and fundraising make up the difference of the general fund Reduction of the footprint of the library (from a tenant) should not affect the mission of thel library which is to provide a welcoming environment representing education, recreation and progress forming a cultural connection.  contributions currently paid by the Borough.    Minutes oft the Hanover Borough Council Worksho/Finance & Personnel Committee  January 17,2024 Page 3  Ms. Rosensteel pointed out that the Library Board of Governors was not a part of the Library Work Group which was formed by Borough Council, and that the Library Board Mr. Fissel wanted to make sure that thel leasing of a portion of thel Library by thel Hanover Area Historical Society would not be in violation of deed restrictions. He stated that the map of thel library with the Historical Society's designated space was not shared with the Library Board of Governors until their last meeting on January 11, 2024. He was concerned that the Board has not had the opportunity to actively engage with Borough Council, and that there was no consideration of public input for the proposed change. Mr. Fissel pointed out that The Hanover Borough Code states that Borough Council adopt the recommendations of the Library Board of Governors. He asked that the decision be tabled on the proposed lease until more negotiations with thel Library Board can occur.  wasi not involved in negotiating the proposed lease.  Mr. Kress asked for questions from Council. There were none.  CONSENT AGENDA  Itv was moved by Dr. Rupp, seconded by Mr. Reichart to move the approval of items a through k on the Consent Agenda to the Council agenda for consideration:  a. Minutes: Approval of Minutes of December 20, 2023  b. Finance Reports:  i. Approve Bills for Payment ii. Accept Monthly Financial Statement iii. Accept Report of Monthly Investments  Current and Prior Year' Tax Liens and Exonerations: Ratify Mayor's action toe exonerate the Tax Collector from further collection of delinquent taxes that will be referred to York County Tax Claim Bureau for lien d. 2024 Tax Warrant: Approve (final amounts forthcoming) 2. Library Board Appointments: Approve  1. Eric Klansek, Library Association Appointee - 3-year term ii. Ross Contino, Mayor's Library Appointee - 3-year term  . Hanover Tax Appeals Board : Appoint Chuck Hegberg  ii. Appoint Alternate Member Scott Roland  &. 2nd Saturday Events for Market House: Approve use of parking lot h. Tree Dedication Program: Approve proposed Resolution  i. June 8, 2024 ii. September 14, 2024    Minutes oft the Hanover Borough Council Workshop/Finance & Personnel Committee  January 17,2024 Page 4  Special events: Approve special event permit applications Annual Memorial Day Parade: May 27,2024 ii. Strength United Crossfit 5K Run: March 23, 2024 Disposition of Records: Approve Resolution 2024 Field Use Agreements: - Hanover Diamond Sports (2) ii. Southwest Outlaws (2) iii. Hanover Soccer Club  Motion carried.  STREET VACATION PETITION  Introduction by Borough Solicitor: Solicitor Shultis stated that a petition was received tov vacate an alley between 105 and 119-121 Allegheny Avenue. Mr. Becker, Counsel for the applicant, will present a formal petition for the vacation of the alley this evening. The Borough Code provides that upon petition of an abutting property owner, ar request may be made to Borough Council to vacate a portion of an alleyway, which means that the Borough would lose rights to that portion of the alleyway. The Borough is required tol hold a public hearing on thej petition. The proposed date of the public hearing would be Wednesday, February 21, 2024 if Council wishes to move forward. The hearing must be advertised and following the hearing, Council will make a decision to approve or deny the request to vacate. An ordinance must then be Junior Councilperson Ms. Huston asked what would happen if a crime was committed in the alley. Solicitor Shultis stated if the alley were vacated, it would be Manager Lewis stated that the Borough does not use this alleyway, but it is utilized by the two neighbors. Borough staff has no issues with thej proposal. Presentation by Applicant's Legal Counsel: Mr. Arthur Becker, Esquire, legal counsel for the applicant Ryan Bell and Michelle Daryanini stated that there are no easements in this alleyway known as Bellview Street. He described the location of the alley, noting that it is a 60 foot wide alley. The proposal is for the Borough to retain the center 20 feet portion as a public alley. The vacated portion would be 20 feet on the one side to be deeded to property owners Ryan Bell and Michelle Daryanini, and 20 feet on the other side to adjacent property owners Josh and Courtney Klunk. The request is for the Borough to vacate the 20: feet of grass on either side of the center of  advertised and adopted at a later date.  the same as if the crime occurred on private property.  the alley.    Minutes of the Hanover Borough Council Norkshop/Finance & Personnel Committee  January1 17,2024 Page5  Mrs. Funk asked if there would be potential problems with emergency vehicles Mr. Mains noted that he does not believe that a 20 foot wide alley would obstruct the passing of emergency vehicles, as the proposed alley width is standard throughout thel Borough; but this matter could be formally evaluated at the public hearing. Mr. Reichart asked if the Klunk's s were: in agreement with the alley vacation, and Mr. Mr. Bell stated the reason for the alley vacation is that he would like toi install a fence Mr. Becker confirmed that Mr. and Mrs. Klunk were in agreement as well. Itv was moved by Mrs. Greenholt, seconded by Mrs. Funk to authorize the Borough Solicitor to proceed with the legal requirements for a public hearing. Motion carried.  utilizing the alley after it is vacated.  Shultis said they were in agreement and have signed the petition.  on the vacated area to store his RV.  FINANCE, PERSONNEL AND ADMINISTRATION Council President's Committee Appointments:  Itwas moved by Mr. Reichart, seconded by Dr. Rupp toi move the adoption of the Council President's 2024 Committee Appointments to the Council agenda for consideration. Mrs. Funk noted that she now has a conflict with other meetings assigned to her that she Mr. Reichart noted that meeting dates can be changed if Borough staff is given notice in  must attend. time to advertise. Motion carried. Council Goals:  Mrs. Greenholt asked if Council is approving specific goals ori if this is more: an approval of a process. President: Reichart replied that specific goals are delineated in the goals. Mrs. Greenholt: requested that items 5, 6and' 7 under the Fire Commission be removed. Mr. Reichart stated that those items could be excluded for now, and Council could come Itv was moved by Mrs. Greenholt, seconded by Mrs. Funk to move the approval of the 2024 Council Goals with the exception of Fire Commission items 5, 6and 7 to the Council  back to that for discussion at a later date.  agenda for consideration. Motion carried.    Minutes ofthe Hanover Borough Council Workshop/Finance 81 Personnel Committee  January 17,2024 Page6  Miscellaneous Fee Resolution Amendments:  Itw was moved by Dr. Rupp, seconded by Mrs. Greenholt to move the approval of the Miscellaneous Fee Resolution Amendments to the Council agenda for consideration.  Motion carried.  SRBC Consumptive Use (CU)Grant:  Mrs. Funk stated that she verified with Planning & Engineering Director Mains that there will be a 25% match. Mr. Mains confirmed that it will require a 25% match because the Itv was moved by Mrs. Funk, seconded by Mr. Hegberg to move the approval of the 25% matching funds for the Susquehanna River Basin Commission (SRBC) Consumptive Use Grant for replacement of control gates at Lawrence Baker Sheppard Dam to the Council  grant is in excess of $100,000.  agenda for consideration. Motion carried. Hanover Area Historical Society: executive session. Motion carried.  7:30PM: It was moved by Dr. Rupp, seconded by Mrs. Funk to temporarily recess to an 7:42PM: Solicitor Shultis stated that an executive session was. held from 7:30 PM to 7:42 PM under the Sunshine Act Section 708a(3): regarding the proposed lease of a portion of It was moved by Mrs. Funk, seconded by Mrs. Greenholt to move the approval of a lease for use of a portion of the Guthrie Memorial Library and curatorship of the Pennsylvania Room Collection for the Hanover Area Historical Society to the Council agenda for Dr. Rupp suggested that Borough Manager and staff schedule a public town meeting on  the Guthrie Memorial Library to the Hanover Area Historical Society.  consideration.  the decision, and Council members were in favor of same.  Motion carried.  DEPARTMENT OF WATER RESOURCES  Residences on Church and the Gitts Run Road Commercial Development  Planning & Engineering Director Mains noted that both of these projects, Residences on Church and Gitts Run Road Commercial Development are a result of water main extension agreements, and that both projects are now completed. Council must accept dedication of the main extensions, sO they become part of our water system.    Minutes ofthe Hanover Borough Council Workshop/Finance & Personnel Committee  January 17, 2024 Page7 7  Itv was moved by Mrs. Funk, seconded by Mr. Reichart to move the acceptance of the offers for dedication of the water main extensions for the Residences on Church and the Gitts Run Road Commercial Development to the Council agenda for consideration. REPORTS OF COUNCIL MEMBERS, COUNCIL COMMITTEES AND OTHER Dr. Rupp noted that Council members received an email regarding an immigration connection for information on the legal process to help immigrants to get their citizen status in a more cost effective way. She noted that there are some folks in our town who are participating in the process, and Dr. Rupp recommended the endeavor for those Mr. Reichart reminded all citizens to continue to conserve water, as there is still a real need for more precipitation tol help our water: resources to get back to normal levels. very  Motion carried. PUBLIC BODIES  seeking citizenship status.  Additional Public Comment:  Mr. Rolbert Holt, 513High Street;: Mr. Holtstated that hel heard a rumor that contractors were illegally taking water from the Borough water lines. The public was not notified of this, and he wondered ifi it was true and whats steps the Borough is taking in regard to that. Vice-President Kress reminded all of the February Council Committee meetings: *Public Works & Facilities Committee Wednesday, February 14, 20246 6:00PM Council Workshop/Finance & Personnel Wednesday, February 21, 20247:00PM *Committee. Meetings will bec cancelled if there is nol business.. Please aduise the Borough Secretary will be unable to Vice-President Kress thanked all for their attendance and participation this evening.  Governance & Policy Committee *Public Safety Committee Hanover Borough Council:  Monday, February 5, 2024 6:00 PM Tuesday, February 6, 2024 6:001 PM  Wednesday, February 28, 20247:00PM  any meetings.  ifyour  attend  ADIOURNMENT Motion carried.  Itwas moved by Mr. Reichart, seconded by Mrs. Funk to adjourn the meeting at 7:481 PM.  Respectfully S submitted, D43 BoroughSecretary