MINUTES OF THE  HANOVER BOROUGH COUNCILWORKSHOP? FINANCE & PERSONNEL COMMITTEE MEETING  July 17,2024  Vice-President Kress called the Hanover Borough Council Workshop/Finance & Personnel Committee meeting to order Wednesday evening, July 17, 2024 at' 7:00 PM in the Hanover Borough Municipal Building, 441 Frederick Street, Hanover, PA, as advertised. Attendance: The following Council Members answered as present: Council Members Mr. Bubb, Mr. Fuentes, Mrs. Funk, Mrs. Greenholt, Mr. Hegberg, Mr. Kress, Mr. Lookenbill, Mr. Reichart, Mr. Roland and Dr. Rupp; Solicitor Shultis; and Mayor Whitman. The following staff members were in attendance: Library Director Baldwin, Utilities Business Manager Brinson, Secretary Felix, Public Works Director Grimm, Human Resources Director Hill, Borough Manager Lewis, Planning & Engineering Director Mains, Police Chief Martin, Community Media was present to conduct a video and audio recording of the meeting via  Parks & Recreation Director Purkins and Finance Director Shelton.  Zoom presentation for all citizens tol have access.  PUBLIC COMMENT  Grace Mullen, 313 Centennial Avenue: Ms. Mullen asked for placement of voting ward maps inj public places with Council members' names, along with holding meet and greet functions twice per year. She asked for Council to attract more young people to be involved in Isaac Riston, 36 West] Hanover Street: Mr. Riston stated his support tof the Rental Registration Robert Holt, 513 High Street: Mr. Holt asked for a public hearing on the renovations of 33 Frederick Street due to cost. He voiced his lack of support for the grant for the mural at the library. He stated his lack of support for the use of alcohol at public events and suggested passing an open container ordinance to prevent drinking of alcohol on public streets. Arthur Becker, 529 Carlisle Street: Mr. Becker stated that the proposed rental registration ordinance does not state the amount of the registration fees. He expressed his disagreement of the annual payment of registration fees. He suggested several amendments to the proposed ordinance, namely an online portal for free registration and a form for landlords to  government by working with the schools.  Ordinance amendment on the agenda this evening.  give to tenants for a freei inspection.    Minutes of the Hanover Borough Council Worksho/Finance & Personnel Committee  July17,2024 Page2 2  ACKNOWIEDGEMENT OF EXECUTIVE SESSION  Solicitor Shultis stated that an executive session was held Wednesday, July 17, 2024 prior to this meeting from 6:30 PM to 7:00 PM involving the following items under Sections 708a (4)  and (5) of the Sunshine Act: 331 Frederick Street 441 Frederick Street CONSENT. AGENDA Consent Agenda:  Ity was moved by Mr. Reichart, seconded by Dr. Rupp to approve the following items on the  a. Minutes: Approval of Minutes of] June 19, 2024  b. Finance Reports:  Approve Bills for Payment Accept Monthly Financial Statement Accept Report of Monthly Investments Sewer Credit Request as per Resolution #1167: Brian Gardiner, 303 York Street, $546.88 Donna Martinez, 27 Ridge Avenue, $1,767.30  d. Resolution to Approve Alcohol Use and Sales: on Moul Field for the  following approved special events: Chili Cookoff, September 1, 2024 Snack Town Fall Fest, September14,2024  e. Special Events: Approve  Christmas Events:  1. Santa cabin placement, pole decorations, Market House stand, hanging of the greens, holiday window painting, Christmas 2. Free downtown holiday parking 11/29/24-1 12/27/24 3. Christmas tree delivery, tree lighting ceremony with southeast 4. Santa parade, Friday, November 29th beginning at 8:00. AM  tree wars and caroling  quadrant closure and electricity  Motion carried.  FINANCE, PERSONNEL & ADMINISTRATION  Library Mural: Library Director Baldwin noted that the final draft of the proposed mural was included in the packet. Along with the mural, a "Meet the Artist" program will be conducted, along with a "Make a Mural" community program for children. She asked for  any questions from Council.    Minutes of the Hanover Borough Council Workshop/Finance 81 Personnel Committee  July17,2024 Page 3  Mr. Roland questioned if the mural will be painted directly on the wall. Director Baldwin It was moved by Mr. Roland, seconded by Dr. Rupp to move the approval of a grant application in the amount of $2,000 for a mural tol be placed in the children's program room  noted thatitcould either be painted directly on the wall or on a substrate.  of the library to the Council agenda for consideration. Mass Notification Communication Services:  Motion carried.  It was moved by Mr. Hegberg, seconded by Mrs. Greenholt to move the approval of a four (4): year contract effective January 1, 2025 to December 31, 2028 with Hyper-Reach for Mass Notification Communication Services at an annual cost of $9,450.00 to the Council agenda for Rental Registration Ordinance Amendment: Chairman Kress asked for any questions from Mayor Whitman asked about the cost of the registration fee. Chief Codes Officer Miller Mr. Hegberg asked if there would be an online registration system. Chief Codes Officer Miller replied affirmatively, and reported that staff is currently updating the rental registration form for clarity, and finalizing it with Solicitor Shultis. Mr. Hegberg asked if rental property owners will receive a notification mailing, and Mr. Miller replied affirmatively. Inaddition, notifications will be placed on the Borough websiteand Facebook. Chief Miller noted that the current fee for a life safety inspection is $85.00 which is currently Itwas moved by Mrs. Funk, seconded by Dr. Rupp toi move the authorization to advertise an ordinance amending the current rental registration ordinance to the Council agenda for  consideration. Motion carried.  Council.  replied that the proposed cost will be $35.00 per unit annual fee.  He added that property owners will receive notification annually.  listed in the fee resolution.  consideration. Motion carried.  ENHANCEMENT COMMITTEE  Green Core Improvements Doss Alley (CDBG) Project:  Planning and Engineering Director Mains noted that Doss Alley (between Plaza 34 and the Municipal Building parking lot, from Frederick Street tol Exchange Place) was] part of the 2018 Streetscape Plan for alley improvements around the downtown area for pedestrian traffic. This effort is funded bya York County Community Development Block Grant (CDBG). Bids were opened today, and Shiloh Paving and Excavating is apparent low bidder at $189,060.00    Minutes oft the Hanover. Borough Council Workshop/Finance & Personnel Committee  July17,2024 Page 4  initial cost estimate. The cost match has already been paid. Proposed concept plans were distributed to Council members prior to this meeting for review and comment. Mrs. Funk noted that the public will have less parking, but the police will have designated secure parking at the rear of the lot. Mr. Mains noted that there will be a retractable gate along Exchange Place alley and another gate bordering the public parking lot for a secure Mr. Hegberg asked how many public spaces will be lost, and Mr. Mains responded thata net six (6) spaces will be lost. The police need a space for secure parking to avoid a potential Mr. Mains noted that 33 Frederick Street has a garage in the rear: sO that code vehicles will be able to park there. There are approximately seven to eight (7-8) spaces directly behind the There was discussion among Council members on the proposed concept plan.  parking area for the police.  ambush or security issue.  theatre that can be used for parking for staff and/or the public.  Itv was moved by Mrs. Funk, seconded by Mr. Roland to move the conditional approval of a contract for the Green Core Improvements Project for Doss Alley with Notice to Proceed to Shiloh Paving and Excavating in the amount of $189,060.00 contingent on Solicitor and staff  review, to the Council agenda for consideration. DEPARTMENT OF WATER RESOURCES  Motion carried.  Warehouse Gourmet, Utility Right of Way Easement Agreement:  Utilities Business Manager Brinson noted that the water line and other utility lines are underneath the Borough-owned parking lot adjacent the Warehouse Gourmet at 7 Pennsylvania Avenue and that is the reason for the proposed utility easement agreement. Itwas moved by Dr. Rupp, seconded by Mr. Hegberg to: move the approval ofa a utility right- of-way easement agreement for the Warehouse Gourmet, 7 Pennsylvania Avenue, to the  Council agenda for consideration. Motion carried. Drought Contingency Plan:  Mr. Brinson noted that a Safe Yield Study was completed, and part of this effort was an Itwas moved by Mrs. Funk, seconded by Mr. Roland to move the approval of a revised  updated Drought Contingency Plan.  Drought Contingency Plani to the Council agenda for consideration.  Motion carried.    Minutes oft the Hanover Borough Council Worksho/Finance &. Personnel Committee  July17,2024 Page5  G&SF Foods, Blettner Avenue, Interim Discharge Agreement:  Mr. Brinson noted that staffi is inj process of updating pretreatment limits. The Borough does not yet have approval from the Department of Environmental Protection (DEP) for the wastewater discharge limits, sO in the meantime G&SF Foods is willing to haul all discharge outside of thel Borough, and an Interim Discharge Agreement is needed for this effort. Itwas moved by Mr. Reichart, seconded by Mr. Hegberg to move the approval of anl Interim Discharge Agreement for zero wastewater at G & S Foods, Blettner Avenue, to the Council  agenda for consideration. Motion carried.  Lead Service Survey Results Update:  Mr. Brinson stressed the importance of all citizens completing the Lead Service Line Survey. Mr. Roland asked if any lead service lines were found as of yet and Mr. Brinson stated that there were none reported at this time. Mr. Brinson elaborated that many lead service lines were replaced in the 1960s and he expects little or no reports of lead pipes in the Borough, but therei is ai mandate for verification of water service lines for all properties in the Borough.  Reports of Council Members, Council Committees and Other Public Bodies:  Dr. Rupp reported that the Governance and Policy Committee is working on consistency in Committee meetings involving agenda formatand public comment. Dr. Rupp suggested that the first public comment on the agenda should be designated for items listed on the agenda only and the second public comment could include all other comments. She stressed that consistency is important for all meetings. There should be little or no engagement with the Mrs. Funk asked for clear direction tol bei included on all agendas for public comment to avoid potentialconfusion. Dr. Rupp reiterated that thise effortisa a work inj progress at the Committee Mr. Reichartasked about the Hyper Reach system contract. Secretary Felix explained that the unforeseen increase in contract pricing with the current vendor and the desire to upgrade to Dr. Rupp thanked the Public Works department for their diligent efforts on the storm clean-  public at any of the meetings.  level.  amore efficient system was the reason to switch vendors.  up.    Minutes of the Hanover Borough Council Workshop/Finance 8 Personnel Committee  July17,2024 Page6  Additional Public Comment:  Isaac Riston, 36 W. Hanover Street: Mr. Riston asked for Council to please eliminate the requirement for the public to provide their address during public comment. The address Mr. Riston urged Council to please ask for support from local representatives for legal notifications to be published on Facebook instead of local newspapers to help avoid high Mr. Riston commended Council members for approving the advertisement on the rental Arthur Becker, 529 Carlisle Street: Mr. Becker pointed out that if there are 4,600 rental unit registrations at $35.00 each, that would equal $161,000 which could potentially generate a Robert Holt, 513 High Street: Mr. Holt noted that he does not give his street address for security reasons. He asked about budget discussions for 2025. He felt that public comment  could just bel listed on the public comment sheet and not announced.  costs for municipalities and provide better transparency.  registration ordinance.  profit. He suggested an online portal with no fee.  should be engaged by Council and not limited by time or topic. Vice-President Kress thanked all for their attendance this evening. AUGUST BOROUGH COUNCIL & COUNCIL COMMITTEE MEETINGS: *Public Works & Facilities Committee Wednesday, August 14, 2024 6:001 PM Council Workshop/Finance & Personnel: Wednesday, August 21, 20247:00P PM Committee Meetings will be cancelled if there is no business. Please advise the Borough Secretary if you willl be  *Public Safety Committee Hanover Borough Council: Atps/Aur.arovererborouglpr.çou ADIOURNMENT: Motion carried.  Tuesday, August 6, 2024 6:30PM Wednesday, August 28, 20247:001 PM  unable to attend any meetings. Bes sure to check the website meeting calendar at  Itv was moved by Mr. Reichart, seconded by Mr. Hegberg to adjourn the meeting at7:56 PM.  Respectfully submitted, Oulk Dorothy C. Felix Borough Secretary