MINUTES OF THE HANOVER BOROUGH COUNCIL WORKSHOP/ FINANCE & PERSONNEL COMMITTEE MEETING August 21, 2024 Vice-President Kress called the Hanover Borough Finance & Personnel Committee meeting toorder Wednesday evening, August 21, 2024 at7:13. PMini the Hanover Borough Municipal 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 (via Zoom) and Dr. Rupp; Solicitor Shultis; and Mayor Whitman. The following staff members were in attendance: Human Resources Director Adler, Library Director Baldwin, Utilities Business Manager Brinson, Secretary Felix, Public Works Director Grimm, Borough Manager Lewis, Planning & Engineering Director Mains, Chief Codes Officer Miller, Police Chief Martin, Parks & Recreation Director Purkins, Finance Director Community Media was present to conduct a video and audio recording of the meeting via Building, 44 Frederick Street, Hanover, PA, as advertised. Shelton and Assistant Treasurer Tracey. Zoom presentation for all citizens to have access. PUBLIC COMMENT Sandy Moul, General Delivery: Ms. Moul thanked the Borough for giving attention to the Elm. Avenue Playground regarding recentvandalism. She thanked the Friendso of theLibrary for their recent book sale over the weekend. She questioned the Borough's recent administrative involvement in the Bare Center. She praised the library staff for their Robert Holt, 513H HighStreet Mr. Holtasked what the executive session was about, and' Vice- President Kress responded that will be addressed shortly. He questioned the cost of renovations for 33 Frederick Street. He asked for the budget to be posted on the website after iti is passed in December. He questioned the progress of the Library Development Director dedication. since. her hire one year ago. ACKNOWIEDGEMENT OF EXECUTIVE SESSION Solicitor Shultis stated that an executive session was held Wednesday, August 21, 2024 prior to this meeting from 6:30 PM to 7:13 PM involving the following items under Sections 708a (1), (2), (4) and (5) of the Sunshine Act: Bond financing, union updates, legal and personnel updates and privileged matters involving recent litigation. Minutes oft the Hanover Borough Council Worksho/Finarce & Personnel Committee August 21, 2024 Page2 PRESENTATION Mr. Shelton distributed copies of the 2023 Annual Audit Report to Council members. He noted that the financial results were accurate, and the audit will be posted on the website. The Borough's rating was maintained at AA3. Overall, the audit results were very positive. Finance Director Shelton provided a copy of his Executive Summary of the 2025 proposed budget along with the 2024 budget calendar. Mr. Shelton noted that the overall goal is to Mr. Shelton reviewed the projected revenue and expenses for governmental funds, noting that the expected 2025 deficitis $192,000 versus the projected 2024 deficitwhich was $867,000. Overall, 2025 revenues are expected to remain relatively flat over 2024 projected revenues and the overall reserves will: remain strong primarily from bond/bank debt borrowings. The consolidated revenues are projected for $1.725: million profit in 2025 for all proprietary funds. The increase in year end reserves provides a cushion to support future capital expenditures Mr. Shelton reminded all that the Budget Workshop will be held on September 24, 2024 in the Hanover Borough Council Chambers from 9:00. AM to3:00 PM. Nextsteps are for Council to approve the advertisement of the budget for public display at the November 26, 2024 Council meeting, with final budget approval occurring at the December 23, 2024 Council Dr. Rupp asked how the capital reserve is calculated. Mr. Shelton noted thatany excess funds Mr. Hegberg asked about the transition to automatic accounting. Mr. Shelton stated that the general ledger was completed and now the finalization of the utility billing will take place in November. The payroll portion was also completed, and the human resources piece is forthcoming. The utility payment system will be improved for online payments, automatic Any questions can be referred to Mr. Shelton. minimize debt. toa avoid debt financing. meeting. Mr. Shelton asked for questions from Council. are: moved over to the capital expenditures and invested. payments and the ability to view account statements online. Vice-President Kress thanked Finance Director Shelton for his presentation. CONSENT AGENDA Itwas moved by Dr. Rupp, seconded by Mrs. Funk to move the approval of the following items on the Consent Agenda to the Council agenda for consideration: a. Minutes: Approval of Minutes of July 17,2024 b. Finance Reports: a. Approve Bills for Payment b. Accept Monthly Financial Statement Minutes of the Hanover Borough Council Workshop/Finance & Personnel Committee August 21, 2024 Page 3 C. Accept Report of Monthly Investments Plan Approval: a. Approve Resolution for "The. Home City Ice Company" Preliminary / Final Minor Subdivision Plan d. PennDOTWinter Services Agreement e. Special Events Permits: a. Approve Resolution for reimbursement for winter services a. Hanover Area Iaycees Halloween Parade Mrs. Funk asked ifi item Ccan be considered for a separate vote. Itv was moved by Mr. Reichart, seconded by Mrs. Funk to move the approval of all items on thec consenta agenda except fori item Ctot the Council agenda for consideration. Motioncarried. In reference toi item C, Mr. Mains explained that Home City Ice is proposing to subdivide the property to separate the commercial lot from the residential lot. The item was approved by the Zoning Hearing Board and is now being recommended by the Planning Commission. Mrs. Funk spoke about the inability toj provide off-street parking for the residential property. She noted there is already inadequate space for on-street parking in this area, and she is Ar motion was made by Dr. Rupp, seconded by Mrs. Funk to move the approval of Item Cfor the Resolution for the Home City Ice plan on the consent agenda to the Council agenda for consideration. Mrs. Funk and Mr. Bubb voted in opposition to the motion. Motion carried. opposed to the approval due to lack of off-street parking. FINANCE, PERSONNEL & ADMINISTRATION Miscellaneous Fee Resolution Revisions a. Rental Registration Fee: Itwas moved by Mr. Hegberg, seconded by Mrs. Funk to move the approval oft the annual residential rental registration fee of $35.00 as listed in the proposed Miscellaneous Fee Mr. Fuentes stated that he was under impression that there was enough manpower available for the rental registration initiative, and asked why there was a change to hire Chief Codes Officer Miller noted that more rental units are found on a daily basis, and the call volume continues toi increase. Thel May call volume was 400calls. This trend seems to climb each month. Mr. Miller stated that he made this change sO that the program can be handled efficiently. Mr. Hegberg asked why the proposal is to operate in the negative in 2025. Mr. Miller noted that a negative balance is anticipated at first because it is an Resolution, to the Council agenda for consideration. Motion carried. another officer for the program. Minutes of the Hanover Borough Council Workshop/Finance &1 Personnel Committee August 21, 2024 Page 4 unknown until the program moves forward. There willl be moreinteractive work with the Treasurer and the Borough Manager, and after 2025 hopefully the costs should be recouped. Manager Lewis indicated her support for the program to move forward. There was discussion regarding a job description and proposed salary. Manager Lewis clarified that additional information will be available in January. The salary and job Vice-President Kress reiterated that tonight the vote is for the registration fee only, and All members voted in favor of the motion to move the approval of the fee of $35.00 for annual residential rental registration fee as listed on the Miscellaneous Fee Resolution, to the Council agenda for consideration, except Mr. Lookenbill and Mr. Reichart who voted description will be in line with similar positions in the area. he called for the vote. inc opposition to the motion. Motion carried. b. Amending Library Room Rental Fees: Itwas moved by Dr. Rupp, seconded by Mr. Reichart to: move the approval of the revised fee for weddings/receptions in the Bare Center at the Guthrie Memorial Library to $1,000.00, as listed in the proposed Miscellaneous Fee Resolution, to the Council agenda Transfer Station Hauling Contract: Itwas moved by Mrs. Funk, seconded by Mrs. Greenholt to move. the approval of the contract extension with Double W Farms until July 31, 2025 for the hauling of municipal waste to the York County Solid Waste Authority, York, PA ata rate of $235.00 per trip, to the Council agenda for consideration. Motion carried. Personnel Request with updated Org Chart: It was moved by Mrs. Funk, seconded by Dr. Rupp to move the approval of the updated organizational personnel chart to the Council Reports of Council Members, Council Committees and Other Public Bodies: for consideration. Motion carried. agenda for consideration. Motion carried. Mr. Kress reported that the free and reduced lunch program for the Hanover Public School District is now at 71%. In 1999 the rate was 21%. He noted that this indicates is a drastic change in the economics of our community. Additional Public Comment: Isaac Riston, 36 West Hanover Street: Mr. Riston reported that UPMC is closing a medical fitness center, and he is concerned about this valuable asset being removed from the Mr. Riston reported Penn Township's support of the library representatives who attended community. their recent meeting. Minutes of thel Hanover Borough Council Workshop/Fmance 8 Personnel Committee August 21, 2024 Page5 Mr. Riston stated that he felt it was better to begin the rental registration initiative on a negative start, and build up from there, as: is upheld by case law. Sandy Moul: Ms. Moul asked for threats to discontinue. Aaron Seidel, 327 West Elm Avenue: Mr. Seidel asked if the preliminary budget would be available publicly prior to the meeting. Mr. Kress noted that a public Council budget workshop will bel held on' Tuesday, September 24, 2024 from 9AM to 3PM. The draft budget will be given to Council at that time. The proposed budget will be available for public view Robert Holt, 513 High Street: Mr. Holt asked for a line item budget to be published before the vote. He asked again if the Library Development Director contract was concluded. after Council approves it for public inspection in November. Vice-President Kress thanked all for their attendance this evening. SEPTEMBER BOROUGH COUNCIL & COUNCIL COMMITTEE MEETINGS: *Public Safety Committee Governance & Policy Committee *Enhancement Committee *Water & Sewer Committee Finance & Personnel Committee Council Budget Workshop Hanover Borough Council: unable to attend any meetings. ADIOURNMENT: PM. Motion carried. Tuesday, September 3, 20246 6:30PM Monday, September 9, 2024 6:00 PM Wednesday, September 11, 2024 6:001 PM Thursday, September 12, 20247:001 PM Wednesday, September 18, 20247:001 PM Tuesday, September 24, 2024 9:00. AM to 3:00 PM Wednesday, September 25, 20247:001 PM *Committee. Meetings will be cancelled ift there is no business. Please advise the Borough Secretary ifs you will be Itv was moved by Mr. Reichart, seconded by Mr. Fuentes to adjourn the meeting at 8:08 Respectfully submitted, BEK Fli Boroughs Secretary