MINUTES OF THE HANOVER BOROUGH GOVERNANCE & POLICY COMMITTEE MEETING  September 9, 2024  Chairperson Dr. Rupp convened the meeting of the Hanover Borough Council Governance & Policy Committee meeting on Monday, September 9, 2024, at 6:00pm in the Hanover Municipal Attendance: In attendance were committee members Dr. Rupp and Mrs. Greenholt, with Mr. Roland attending remotely, Council members Mr. Lookenbill and Mr. Fuentes, and staffmembers Manager Lewis, Human Resources Director. Adler, and Payroll Administrator Mallette. Approval of the Minutes: It was moved by Mrs. Greenholt, seconded by Mr. Roland to approve  Building, 44 Frederick Street, Hanover, PA, as advertised.  the minutes of July 8, 2024, as written. Motion carried.  Public Comment:  Isaac Riston, 36 W. Hanover St, suggested that public provide their address on the request for comment paper and permitted to state residency status only when speaking publicly during meetings. Mr. Riston noted that there is a lot ofmisunderstanding that could be addressed with a frequently asked questions forum, including zoning processes and voting locations. Mr. Riston noted that Community Media was on the agenda and asked that borough council continue to Brian Fuentes, 1st Ward Council Member, 125 Fulton St, expressed concern about limiting council member's ability to participate in Executive Sessions when they are not able to attend inj person. Mr. Fuentes stated that the borough may be accused of discriminating against those with physical Ed) Lookenbill, 5 Ward Council Member, 221 York St, stated that he was upset that citizens are not getting answers to questions asked during public comment. He questioned whether staffcould: find out how many people were using the Community Media links to récorded video to determine the Robert Holt, 513 High St, encouraged public participation by initiating conversations and  provide this service.  disabilities that may prevent in-person attendance.  value.  community engagement.  Borough ofHanover Employee Handbook:  Human Resources Director Adler provided a revised version of the Employee Handbook with proposed changes in red. Policies already adopted by the Borough Council and personnel procedures already in use have been incorporated into the handbook to provide a comprehensive resource for staff. Dr. Rupp asked that under the Performance Evaluation header, the language be updated from "may" to "will" to ensure that everyone receives an annual evaluation. The final draft will be presented to committee members in November and if approved, presented to all of the council for adoption and distribution to employees. Mr. Roland thanked Human Resources  Director. Adler for her work on this document.  Clarification of Public Comment & Statement of Meeting:    Manager Lewis provided a sample agenda format used by a neighboring municipality that has a statement at the top providing clarification ofcomment periods. The committee discussed the: need for an open public comment period for only agenda items and a second public comment at the The committee discussed the importance ofr referring questions from the public to staff to ensure that correct information is provided. Dr. Rupp expressed concerns about Council members responding with opinions versus the facts. The Committee asked Manager Lewis to provide a  close of the meeting for all other comments.  sample agenda for review in November. Suggested Ideas to Inform the Public:  Dr. Rupp shared that a citizen had suggested in aj public meeting that it would be helpful to create aj poster of the wards and their respective elected Council members. That suggestion has been implemented and was included in the latest version of the borough newsletter. Mr. Roland commented that the Borough newsletter is an outstanding resource. Manager Lewis stated that after the new building is complete, there are plans toi implement another public suggestion that the Borough host a "Meet and Greet" with Council members. Dr. Rupp said that the Council should be looking for ways to get younger people interested and involved in the community. Mr. Roland made a motion to reach out to Hanover Public School district to discuss local government and  collaborate with a mock Council, seconded by Mrs. Greenholt. Motion carried.  Community Media:  Mrs. Greenholt stated that she felt that the use of community media was not the best use of taxpayer dollars. Mr. Roland proposed that audio only be recorded and provided online following the meetings. Dr. Rupp asked ManagerLewis toi investigate the cost of audio only versus the video  with online participation.  Executive Session Policy Statement:  Mr. Roland expressed concerns about enforcement of a policy banning electronic devices from Executive Sessions and requiring in-person attendance to participate. Dr. Rupp explained that Executive Sessions are meant to be confidential, and that remote access creates opportunities for individuals to intentionally or unintentionally share confidential information. Mrs. Greenholt expressed concerns about accommodation for disabilities and motioned to discuss the policy with  all the Council, seconded by Mr. Roland. Motion carried.  Public Comment:  Brian Fuentes, 1st Ward Council Member, 125 Fulton St, stated his concern regarding misinformation on social media. Changes to the agenda for this meeting were not updated online until 4:12 p.m., the day of the meeting. The website is the primary source ofi information for the public. Human Resources Director. Adler clarified that the updated agenda had been posted on the door by the Borough Secretary as required by the Sunshine Act and that the website update had been an oversight. Mr. Fuentes asked that staff provide answers to public questions prior to the next public meeting. He suggested a policy to initiate questions and answers session prior to Isaac Riston, 36 W. Hanover St, shared that Hanover High School has a model United Nations (U.N.) program. Mr. Riston asked that the budget workshop being held all day on September 24th be recorded by Community Media. Dr. Rupp asked for clarification on Mr. Riston's prior comment regarding the requirement of citizens to provide their address under public comment. Human Resources Director Adler stated the written address could be used by the Borough Secretary to confirm residency for the minutes. Mr. Roland stated that the address should be required to be  committee meetings, similar to West Manheim Township.    stated to make a public comment. Manager Lewis suggested that the issue could be presented to all of the Council for discussion. Mr. Roland made a motion to move the conversation to the Robert Holt, 5131 High Street, suggested that Council members should have more engagement with the public outside of Council meetings and discouraged the use of video. Mr. Holt stated that he has been to West Manheim Township meetings and found the question-and-answer session Ed Lookenbill, 5th Ward Council member, 221 York St, he suggested that Council members stay after meetings to talk with the public and hear concerns. Asked for a message board at the new public administration building to announce meetings and events. Mr. Lookenbill stated that the old theater across the street is "the biggest eyesore" and felt the building should be held to the same Adjournment: It was moved by Mrs. Greenholt, seconded by Mr. Roland to adjourn the meeting  Council, seconded by Mr. Greenholt. Motion carried.  refreshing.  safety standards and required to make the same improvements as residents.  at 7:13 p.m. Motion carried.  Respectfully Submitted. Sdady W Sandy Mallette Payroll Administrator