Montville Township Committee Regular Meeting
Tuesday, April 12, 2011, 6:30 p.m.
Montville Township Municipal Building, 195 Changebridge Road, Montville, New Jersey
6:30 p.m. – Statement of Open Public Meetings Act Compliance read by Chairman James Sandham, Jr.: “As required by the Open Public Meetings Act, adequate notice of this meeting has been provided which notice specified the time and place of the meeting to the extent known at that time. The notice was posted on the bulletin board at the Municipal Building, sent to the Daily Record, and the Citizen, posted on the Township’s website calendar, and placed on file at the Township Clerk’s office. This meeting has been properly noticed to the public in accordance with the Open Public Meetings Act.”
Roll call Township Committee:
Present: Committeeman Tim Braden
Committeeman Don Kostka
Committeeman Scott Gallopo
Committeewoman Deb Nielson
Chairman James Sandham, Jr.
Also present: Frank Bastone, Township Administrator
Anthony Barile, Township Engineer
Robert Lowenfish, Treasurer/Director of Finance
Adam Brewer, Management Specialist
Thomas Mazzaccaro, DPW/Water & Sewer Director
Martin Murphy, Township Attorney
Gertrude Atkinson, Township Clerk
RESOLUTION NO. CES-041211A PROVIDING FOR A MEETING NOT OPEN TO THE PUBLIC IN ACCORDANCE WITH THE PROVISIONS OF THE NEW JERSEY OPEN PUBLIC MEETINGS ACT, N.J.S.A. 10:4-12:
1. Contract Negotiations: Fire District #2/Towaco; 86 River Road
2. Litigation: South Salem Associates/Delaware Hudson; Rail’s Steakhouse; Lotta Lettuce; Owl Contracting
4. Attorney-Client Privilege: 68 Horseneck Road
5. Litigation – tax appeal – Steward; Zimmerman
Motion: Nielson. Second: Kostka. All in favor. Resolution adopted.
At 6:30 p.m. – Closed Session. At 8:10 p.m. – Public Session.
Chairman Sandham read the Statement of Open Public Meetings Act Compliance again for the record.
Prayer and Pledge of Allegiance led by Committeeman Nielson.
PRESENTATION: Eagle Scout Project – Alex Novis presented his proposed project at the Montville Township Dog Park: install two planters and put evergreens in them; plant six black-eyed Susan’s around the welcome sign; repaint and re-stain the gazebo; power wash the sidewalks and gazebo; repaint the guardrails.
Dolores Cook, Dog Park members, confirmed the Dog Park Committee has approved the project and the funding - Alex is asking for $1,000 from the membership money/permit money.
Motion to approve project and authorize $1,000 from the Dog Park account: Braden. Second: Nielson. Roll call vote – Braden, yes; Kostka, yes; Gallopo, yes; Nielson, yes; Sandham, yes. Motion approved.
PUBLIC HEARINGS ON ORDINANCE FOR FINAL ADOPTION:
NO. 1 – ORDINANCE NO. 2011-08 AMENDING CHAPTER 230 OF THE REVISED GENERAL ORDINANCES OF THE TOWNSHIP OF MONTVILLE AND REGULATING THE LOCATION AND CONSTRUCTION OF WIRELESS TELECOMMUNICATION EQUIPMENT AND FACILITIES WITHIN THE TOWNSHIP:
Chairman Sandham opened the public hearing.
Martin Murphy, Township Attorney, reported they have received the recommendation from the Planning Board.
Hearing no further comments, Chairman Sandham closed the public hearing. Motion: Gallopo. Second: Nielson. All in favor. Motion approved.
Motion to adopt ordinance: Nielson. Second: Kostka. Roll call vote – Braden, yes; Kostka, yes; Gallopo, yes; Nielson, yes; Sandham, yes. Ordinance adopted.
Administrator: Frank Bastone, Township Administrator, reported he has been meeting with a number of municipalities on the sharing of police departments. Received a letter from Pequannock – the police chiefs are going to continue to meet.
Bastone reported on the e-mail transition from personal e-mails to the network. Committeeman Gallopo reported Mr. Perkins worked on the system so we can now respond using the www.montvillenj.org e-mail rather than from our personal e-mail addresses. Urge everyone on the dais to meet with Bob to transition off of their personal e-mail accounts as soon as possible.
Bastone reported they received a grant of an additional $450,000 from the DEP - the Planning Incentive Grant program. We can use this for new projects or to pay down existing debt on existing projects. We will have to discuss in the future how we want to utilize the funds.
Attorney: Murphy reported a lawsuit was started by a party by the name of Vanderhoof regarding the police department, judge, and prosecutor. It has been sent to our insurance carrier.
Murphy stated you have authorized me to start suit against Owl Contracting. They owe us $26,000 – police outside detail. They have been reimbursed that money by the County of Morris.
Finance: Robert Lowenfish, Director of Finance, stated he was asked to review water & sewer from the projections to what is going on actually. Big savings on interest. Revenue water – within $3,000 of the estimates. Sewer – running about 4% higher on revenues. This is going to be discussed at the next Long-Term Financial Planning Committee meeting, and I will be giving you a detailed report.
Engineer: Anthony Barile, Township Engineer, reported he provided the Committee a spreadsheet of pending project date estimates, anticipated hours, and priorities. The date estimates are the best they can determine at this time.
Committee: Sandham reported we received a $2,500 grant from the freeholders for our Drug Awareness Municipal Alliance. Kudos to Mr. Brewer for filing the grant.
Murphy excused himself at this time.
NO. 1 – FIRE DISTRICT #2/TOWACO 2011 BUDGET: Sandham stated this is the budget review of a failed fire district budget. It is not to get into a discussion of a review of personnel and operations of the district. It is a budget review. There is a monthly meeting of the fire commissioners - that is best for the public to go to in order to get a better understanding. Very encouraging – there is a public meeting on April 27 at 7 p.m. at the Pine Brook Fire Department, 47 Bloomfield Avenue. There will be a discussion of shared services by all three fire districts.
It is hard for us to dictate from the Township Committee down to an autonomous body. Our job is to discuss how to reduce this year’s budget and go from there.
Richard Conklin, Vice-President, Fire District #2 Commissioners, stated we believe we are the cure for this, and not the cause. We have already contacted our legal counsel to work on our administrative issues. We hope we are resolved by July 1. We are taking the rights steps to cure that. We came in at the beginning of the year with a 1% reduction over last year’s budget. Now we are proposing to you a 6.5% reduction over last year’s budget. Having said that, what concerns us is we had several under-funded line items in there – training, emergency equipment, and capital improvement fund.
Outsourcing – once the personnel are gone, we will have some outsourcing to do. Because of this board here now, we have made some good progress. We are asking the Township Committee to trust us. If we can reduce another 6.5% in 2012 and 2013, we will do it.
Scott Russell, 8 Sunset Court, Montville, asked how can we as taxpayers help in the process to revise the handbooks, etc. Conklin stated our attorney is working on that. We are going to have a budget presentation and update the website. Our meetings are the 3rd Wednesday of the month. We are looking for input. We all work together.
Russell thanked Mr. Conklin. It sounds like you made some progress. We will help in any way we can.
Hearing no further comments, Chairman Sandham closed the public portion. Motion: Gallopo. Second: Kostka. All in favor. Motion approved.
Sandham – accumulated absence and sick time payout – that can be spread out over five years. $60,000 of that is in this year’s budget. If we took 4/5’’s out of the budget this year – in effect we are spreading it out past the current year.
Conklin stated I understand your logic on that. We are still looking at unknowns. We are looking at 6.5%. Trust us and let us make the decision on how that is paid back.
Committeeman Kostka stated the budget that was defeated was put together by the commissioners. One would think that it would address all the needs for the firemen and then the needs on the administrative side. The problem happened over 20 years. On one hand, you are saying trust us, but for 20 years, the commissioners never addressed it.
Conklin stated the tenure of some of those commissioners was over 20 years. In three years, the board has totally changed. We have an entirely new board.
Committeewoman Nielson stated we have resolutions here that talk about holiday and vacation pay. They date back 9 or 12 years. Ongoing changes to the manual should be contemplated. The public is concerned about lifetime health benefits.
Conklin stated our attorney is looking at that. Going forward, that is all changing.
Bill MacStudy, Fire District #2 Commissioner, 14 Eagle Drive, Towaco, stated people have been coming to our meetings. We brought this to the people. We are going in the right direction.
Sandham stated we have a previous motion of $75,000. Does anyone want to amend that to a different number?
Committeeman Gallopo made a motion to amend. Second: Braden. Discussion: Gallopo stated based on some of the analysis done by Mr. Kostka and Mr. Bastone, that $75,000 – might be able to raise that to $85,000 or $90,000.
Kostka made motion to increase it to $85,000. Second: Gallopo. Discussion: Sandham stated I thought the $75,000 was a fair number. I realize the commissioners would like less. I think there is room to do some changes. The number I come up with now is $82,000. Personally, I give them the leeway to adjust their shortfalls. I am fine with the $75,000.
Roll call vote on $85,000 motion: Braden, no; Kostka, yes; Gallopo, yes; Nielson, no; Sandham, no. Motion not approved.
Confirmation of $75,000 reduction. Consensus – yes.
Township Committee – fine with Mr. Bastone making the necessary changes to the budget.
NO. 2 – 2011 AND FUTURE GOALS: Township Committee discussed the following potential 2011 and future goals, prioritized, and grouped together. Culled list will be provided for next meeting.
1. Ensure Township Books and Records are accurately kept, information is accurately reported and TWP assets are safe guarded
a. Bank accounts and petty cash shall be reconciled monthly by the 15th of the following month (04/30/11)
b. All general ledger accounts shall be accurately posted and all variances clearly explained by the 15th of the following month
c. Ensure all TWP software is supported & all work is saved to the network (5/31/11)
d. Ensure the availability of complete financial information (revenues / expenses / debt information is available by the 15th of each month (09/30/11)
e. Create a centrally located password listing ensuring access to all computers in the event of emergency or sickness (7/11)
f. No major audit deficiencies to be noted
g. Develop and implement procedures that insure all daily time and attendance records are accurate (9/30/11)
h. Complete a full review of all township positions with recommended pay ranges based on current market conditions that factor the impact of benefits (vacation / sick time / contributions to health care and pension) (09/30/11)
2. Ensure all Township personnel are adequately trained and aware of safety and security procedures
a. Conduct appropriate number of fire drills
b. Ensure all staff members know how to deal with various types of emergencies (09/30/11 for existing staff)
c. Create a matrix identifying all types of emergencies (08/31/11)
d. Develop a check list that is maintained ensuring each employee has completed each step as identified in 2B (10/31/11)
e. Identify critical elements of Administrator & Department Head jobs and prepare detailed instruction manual as to how to perform functions (11/30/11)
3. Ensure the Township is run in a highly efficient and effective manner
a. Operate the Township with zero scheduled O/T and compensatory time beginning June 1, 2011
b. Obtain (cash in hand) grants/donations totaling $500,000.00 by 12/31/2011 Note: the $500,000.00 is exclusive of monies currently applied for as of 01/31/11
c. Through creative scheduling and without reduction in hours of operation, reduce total staff hours paid by 10% from 2010 actual levels (12/31/11)
d. Develop and implement a tracking system to produce monthly reports by the 8th of each month that tracks:
1. Total Hours paid
2. O/T hrs and $ paid
3. Sick leave hrs and $ paid
4. Holiday hours and $ paid
5. Compensatory hours paid
6. Vacation/Leave hours and $ paid
7. Personal hours and $ paid (05/31/11)
4. Townhouse/Condos – Mobilize for 1/week or seasonal garbage collection
5. New Animal Shelter
· New Animal Shelter
· Completion of new animal control facility
6. Uniform Construction Code – Shared Service
7. Outsource Field/Lawn Maintenance
8. Evaluate merits of combining /streamlining of departments also evaluate advantages/disadvantages of outsourcing or privatizing various departments (or portions thereof). Include use of interns, PT retirees
9. Perform an internal “resource review” of each Department. This review could be used as a base tool for evaluating shared services (both hub and spoke), outsourcing, general TO revisions, and the allocation of resources (including “human capital”). In addition, this could also be the first step towards establishing a program cost accounting template.
10. New Sleigh Riding Hill
11. Employee Evaluations
· Ensure all appraisals and reviews are completed by year end and fully executed documents (signed by reviewer and employee) are submitted to the TC by 12/01/11
· Initiate annual employee evaluations. Phase in. Start with dept. heads. Establish goal setting. Initiate ‘merit pay’. (vs. across the board increases)
· Standardize Department Head evaluations and goal setting
· Develop performance review system for staff from department heads on down
12. Increase public access to government information and enhance communication with
a. Publish budget online
b. Create an email blast signup to supplement MM and web site to publicize service announcements (similar to Honeywell Instant Alert that is utilized by Montville BOE)
c. Continue to upgrade twp web site to make more interactive and user friendly
d. Digitize and organize files, applications, forms, and record keeping of data/monthly reports, etc (important for many reasons, including transition of dept heads through retirement)
e. Create “How to” pamphlets to assist residents. Start with most frequent areas of concern/questions. i.e. – land use
f. Implement various recommendations from technology committee (to be determined)
13. Formulate a 5 yr strategic plan to comply with 2% cap (taking into account no NJ aid)
14. Deliver a Budget, excluding Library Surplus, that is within the 2% cap; and with Library Surplus represents a 0% increase or a tax rate decrease.
15. Perform a bottom review (zero base budget approach) of Police operations to determine our ‘requirements’. This would start with questions like:
- what do we expect our response time to be?
- how many detectives do we need?
- what should the management team of the Police be?
- what about implementing ‘Specials’ positions to eliminate OT?
Next step would be to model the staff levels to meet those requirements. Then ask whether we best and most cost effectively meet those requirements via a local Police force, a shared force with other towns or via a County arrangement.
The goal would then be to replicate this process in future periods with other functions in town (e.g. DPW).
16. Improve Land Use functions such that we:
- Streamline the process for minor applications
- Reduce fees – Township, Legal and Professionals
- Improve the timeliness of the approval process
- Promote Economic Development via improved utilization of available resources/information by prospective businesses
17. Fee evaluations – review our “fees” to ensure that they are appropriate. Are they too high, are the fees not in line with the market, or should the fee be eliminated entirely? We should start with Water and Sewer.
18. Technology – establish an IT infrastructure improvement plan.
19. Paperless Meetings
· Technology – Paperless meeting and a more open and transparent government. The project requires additional thought including an evaluation phase and implementation plan.
· Paperless TC meetings
20. Review and refine the budget approval process. This includes any software upgrades that would enable the TC and BA to construct reports in a format of their choosing.
21. Succession Planning
· Succession planning. A lot of personnel approaching (or past) the 25 year retirement threshold. Develop a plan for each that may include reduction of the position via attrition, TO reorg, opportunity for advancement for existing personnel, outsourcing or shared services opportunity, or the need to replace via an outside hire.
· Develop a plan of succession as it pertains to department heads who are nearing retirement
22. Review & standardize annual appointment/reappointment process for Committees and Boards
23. Develop a system where requests of the Administrator from TC can be assigned priorities
#’s 12, 18, and 19 grouped together. A priority.
#’s 6, 7, 8, 9, 15, and 21 grouped together. A priority.
#’s 1 and 20 grouped together. B priority.
#2 – C priority.
#3 – C priority.
#4 – C priority.
#5 – A priority.
#10 – C priority.
#11 – A priority. Decide what the actual goal is. Not sub-goals.
#13 – B priority – delegate to Long-Term Financial Planning Committee. Gallopo would like to amend to a 3-year plan.
#14 – withdraw it – deliver a budget.
#16 – B priority. Land Use Review Committee.
#17 – C priority.
#22 – Withdraw from Administrator’s goals. Agenda item in June.
#23 – Withdraw.
A’s – animal shelter, organization of town, shared services, outsourcing, employee evaluations, technology. Priorities for 2011.
B’s – budget process, 3-year strategic plan, land use functions.
If we can chip away at the B’s, that would be admirable. At least two of the B’s can be delegated to others.
Administrator to work up schedule to where he would feel comfortable. He is to assign milestone dates. Cull list for next meeting. Next meeting after that – target dates.
NO. 3 – 2011 MUNICIPAL BUDGET: Bastone reported the increase in the levy is 1.25% after last meeting’s cuts. Outstanding items that need to be addressed:
Planning budget – original request for operating expenses was $25,900. Administrator’s recommendation $14,400. Planning board request now is $47,400 based on the memo from Meghan Hunscher, Principal Planner. This came out of the Planning Board meeting of March 24. This is a $33,000 increase. $4,600 was salary for the secretary. Do we need the $6,500 for the planner for unspecified purposes? My understanding is there is nothing earmarked for this amount.
Township Committee agreed: $4,600 secretary – ok. Housing $12,000 – consensus – fund zero.
Sidewalk ordinance and residential development fee ordinance developments: Murphy stated the residential development fee ordinance is all COAH related. The Supreme Court will be reviewing this. Consensus of Township Committee – don’t fund the $3,000 for the sidewalk and residential development fee ordinance. Fund $4,000 for the zoning ordinance/implementation of the master plan. $9,000 increase for the master plan – ok. Leave the original $6,500 and $5,000 request – consensus – yes.
Police Department table of organization – closed session item related to this that still needs to be discussed. Come back to.
Dial-A-Ride vehicle maintenance – add additional funds of $2,500 for major repairs. Township Committee – ok.
Defined Contribution Retirement Plan – increase to $8,000. Township Committee – ok.
Technology – $12,000 previously knocked down to $6,000 in Clerk’s capital budget. Add $6,000 to operating expenses for IT infrastructure. Township Committee consensus - ok.
Library capital 2011 and six-year capital plan – request from library to repave in 2012. Can be added to list for next year. Braden suggested adding it to our resurfacing project – could be done at a much lower cost than if the library did it.
Total additions $33,000. Approximately 1.4% increase.
Bastone will make the necessary changes and the budget will be introduced on April 26. Sandham stated we will discuss a topic in closed session and then may come back out to public session because that may have an impact on the budget.
NO. 4 – ANIMAL SHELTER: Bastone reported we have an April 8 letter of proposal from Bilow Garrett Architectural Group. $5,200 was from the prior contract. Additional services $10,000. Mr. Garrett agreed to reduce the new items by 10%.
Braden stated we went from a steel structure to a stick-built structure. That is the majority of the additional expenses.
Murphy stated the First Aid Squad building closing took place. Bastone stated demolition is scheduled for Monday, April 25.
Sue Goldblatt, Montville Pet Parents, stated we have grant funding of $80,000 for the animal shelter building. We would like to see some changes in the dog kennel area. We would like to meet with the subcommittee. Bastone stated he will invite the MPP to the next subcommittee meeting. Sue will get the questions and requests to them in advance.
Dan Pagano, 11 Roome Road, Towaco, spoke regarding the fire district budget. Mr. Bastone reported the Township is looking at consolidating police services. The irony is the fire districts are going to need to discuss shared services for fire district inspection services.
Pagano stated Art Daughtry posted why do we have three fire districts/seven buildings? 36 other municipalities in Morris County do not have fire districts. They run their fire departments through the municipality. You should lead that discussion. The fire commissioners don’t deserve our trust. They have had plenty of time to make the changes that were necessary.
Art Daughtry also said a complaint should be made to the DCA. Is there anyone on the Township Committee who is willing to direct our Administrator to file a complaint? I can file a complaint, and I will do it.
Stan Mikulka, 4 Crest Terrace, Montville, stated he read in the Neighbor News that the Township Committee is looking to outsource snowplowing. I think that is a big mistake. The DPW deserves a gold medal. You are outsourcing grass cutting. What happens to the DPW if you outsource everything? We are going to lose control if we outsource.
John Becker, Orchard Drive, Towaco, made a few suggestions: Traffic on Changebridge Road – suggest alternate passing lanes. Old Lane Extension – there is no need for a 3-way stop. Remove two of the stop signs. Bellows Lane/Jacksonville Road – need stop sign at Bellows Lane. Jacksonville Road – there is supposed to be a walkway for people. Would like to have the County road department look at that. Camp Dawson – great recreation area – would like it renamed. On behalf of the Towaco Civic Association, would like to have it named to a meaningful name. Would the Township consider Frelinghuysen?
Hearing no further comments, Chairman Sandham closed the public portion. Gallopo. Second: Nielson. All in favor. Motion approved.
Sandham congratulated Sue Goldblatt on raising $80,000. That is tremendous. Mr. Pagano, we understand your points. Snowplowing – we already did outsource to some extent. We did outsource grass cutting. We are going to review all the functions of town operations including DPW. There is no plan to outsource 100% of snowplowing.
Road requests – will pursue what we can. Some are County roads. Bellows Lane – there is a development plan for that corner. I would encourage you to go see those plans.
Camp Dawson – there is ten different opinions of what Camp Dawson should be named. We will follow up.
Goldblatt stated we also have approximately $35,000 for the animal shelter, reducing the cost to the taxpayers.
RESOLUTION AUTHORIZING CONSENT AGENDA NO. 2011-CA7: Motion: Nielson. Second: Gallopo. Roll call vote – Braden, yes; Kostka, yes; Gallopo, yes; Nielson, yes; Sandham, yes. Resolution adopted.
CONSENT AGENDA ITEM A – RESOLUTION AUTHORIZING THE PROCESSING OF CERTAIN TAX SALE CERTIFICATE REDEMPTIONS;
BE IT RESOLVED by the Township Committee of the Township of Montville, in the County of Morris and State of New Jersey, that the following tax sale certificate redemptions be processed by the department of Finance:
Block 76 Lot 8 Qualifier C030I
66 Springbrook Road East
Lien Redemption Certificate #10-00014 $569.76
To: US Bank Cust/Pro Capital I, LLC
CONSENT AGENDA ITEM B – RESOLUTION AUTHORIZING TAX REFUND: Overpayment of taxes 2011 – Block 82.1, Lot 14, $858.99.
CONSENT AGENDA ITEM C – RESOLUTION AUTHORIZING REFUND OF TAX OVERPAYMENT – TAX APPEALS:
WHEREAS, The TAX COURT OF NJ has entered judgment on appeals filed by taxpayers in the Township of Montville;
WHEREAS, the judgment reduced assessments and cancelled tax creating an overpayment of taxes for the year 2009 and 2010
NOW, THEREFORE, BE IT RESOLVED that the treasurer be authorized to draw checks in the amount of overpayment to:
Block 52 Lot 33 Qualifier 103B
122 Revere Court 2009 $ 978.03
Novak, Jaime 2010 $1,000.45
Total Payment $1,978.48
CONSENT AGENDA ITEM D – RESOLUTION RELEASING LINCOLN PARK SAVINGS BANK – BLOCK 137, LOT 4 – 2 JOHN HENRY DRIVE – FROM PERFORMANCE GUARANTEE: Letter of Credit No. LC07-02, $26,000; and Letter of Credit No. LC-07-01, $22,620.00 released.
CONSENT AGENDA ITEM E – RESOLUTION ACCEPTING PERFORMANCE GUARANTEE – LINCOLN PARK SAVINGS BANK – BLOCK 137, LOT 4 – 2 JOHN HENRY DRIVE: Letter of Credit No. LC-08-01, $140,896.00 accepted.
CONSENT AGENDA ITEM F – RESOLUTION AUTHORIZING THE SUBMITTAL OF 2011 NEW JERSEY TRANSIT ELDERLY AND PERSONS WITH DISABILITIES CAPITAL ASSISTANCE PROGRAM APPLICATION:
WHEREAS, 2011 New Jersey Transit funds are available for the purchase of a vehicle and/or transportation related equipment; and
Whereas, the Township of Montville provides transportation opportunities to the elderly and persons with disabilities through the Montville Township Dial-A-Ride program; and
WHEREAS, the Township of Montville Dial-A-Ride program can be enhanced through the acquisition of an additional vehicle; and
WHEREAS, reduced revenues, with increasing demands on said revenues, increases challenges in procuring new equipment;
Now, therefore, be it resolved by the Township Committee of the Township of Montville, in the County of Morris and State of New Jersey, as follows:
The appropriate officials are hereby authorized, encouraged, and supported to submit the 2011 New Jersey Transit Elderly and Persons with Disabilities Capital Assistance Program Application.
CONSENT AGENDA ITEM G – RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE TOWNSHIP OF MONTVILLE AND CERTIFIED VALUATIONS, INC.: Expert appraisal services in connection with tax appeals. $120.00 per hour which shall not exceed $10,000.
CONSENT AGENDA ITEM H – RESOLUTION APPROVING SPECIAL ALCOHOLIC BEVERAGE PERMIT: Pine Brook Jewish Center April 30, 2011.
CONSENT AGENDA ITEM I – RESOLUTION AMENDING RESOLUTION ADOPTED 03/22/11 TO CANCEL CAPITAL APPROPRIATION BALANCES OF COMPLETED PROJECTS:
WHEREAS, certain General Capital Improvement appropriation balances remain dedicated to projects now completed; and
WHEREAS, it is necessary to formally cancel said balances, so that the unexpended balances may be returned to each respective Capital improvement fund or credited to Surplus, and unused debt authorizations may be canceled;
NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Montville, that the following unexpended and dedicated balances of General Capital Appropriations be canceled:
Ord. # Date Auth. Project Disc. Funded Unfunded
01-20/03-47 05/08/01 Construction of Roller
Hockey at Camp Dawson
Towaco Railroad Project 206,241
Manchester Park 24,600
2002-28 5/14/02 Montville Museum
Church Lane Bridge 118,991
5/13/03 Lake Montowac 12,300
9/9/03 Veteran’s Plaza, Freedom
Plaza/Youth Ctr 12,850
2004-23 5/11/04 Manchester Park
CONSENT AGENDA ITEM J – RESOLUTION AUTHORIZING THE SOLICITATION OF BIDS FOR GRASS CUTTING SERVICES:
WHEREAS, there is a need for grass cutting services in the Township of Montville; and
WHEREAS, the Township Committee has determined that it is appropriate to solicit bids for the project.
NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Montville, in the County of Morris and State of New Jersey, that the appropriate municipal officials are hereby authorized to solicit bids for grass cutting services pursuant to the specifications attached hereto.
CONSENT AGENDA ITEM K – RESOLUTION APPROVING THE MORRIS COUNTY MULTI-JURISDICTIONAL HAZARD MITIGATION PLAN:
WHEREAS the Township of Montville is vulnerable to damages from natural hazard events which post a threat to public health and safety and could result in property loss and economic hardship;
WHEREAS a Multi-Jurisdictional Hazard Mitigation Plan (the Plan) has been developed through the work of the Morris County Hazard Mitigation Planning Committee, the Township of Montville Hazard Mitigation Working Group and interested parties within the Township of Montville;
WHEREAS the Plan recommends hazard mitigation actions that will protect people and property affected by natural hazards that face the Township of Montville, that will reduce future public, private, community and personal costs of disaster response and recovery; and that will reinforce the Township of Montville’s leadership in emergency preparedness efforts;
WHEREAS the Disaster Mitigation Act of 2000 (P.L. 106-390) (DMA2000) and associated Federal regulations published under 44 CFR Part 201 require the Township of Montville to formally adopt a Hazard Mitigation Plan subject to the approval of the Federal Emergency Management Agency to be eligible for federal funds for hazard mitigation projects and activities;
WHEREAS public meeting were held to receive comment on the Plan as required by DMA2000;
NOW THEREFORE BE IT RESOLVED by the Township Committee of the Township of Montville that:
The Plan is hereby adopted as an official plan of the Township of Montville.
The Township of Montville officials identified in the Mitigation Action Plan (Section 9) are hereby directed to implement the recommended actions assigned to them. These officials will report quarterly on their activities, accomplishments, and progress to the Township of Montville Hazard Mitigation Working Group and the Township of Montville Administrator.
The Township of Montville Hazard Mitigation Working Group will provide annual progress reports on the status of implementation of the Plan to the Township Committee. This report shall be submitted to the Township Committee by February 1 of each year.
The Township of Montville Hazard Mitigation Working Group will undertake periodic updates of the Plan as indicated in the Plan Maintenance Program (Section 10) but no less frequent than every five years.
NOW THEREFORE, BE IT RESOLVED by the Township Committee that the Township of Montville adopts the Morris County, New Jersey Multi-Jurisdictional Hazard Mitigation Plan, dated July 23, 2010 as this jurisdiction’s Natural Hazard Mitigation Plan, and resolves to execute the actions in the Plan.
ADOPTED this 12th Day of April, 2011, at the meeting of the Township Committee of the Township of Montville
CONSENT AGENDA ITEM L – APPOINTMENT OF CHRISTOPHER ZIOLKOWSKI, YOUTH ACTIVITIES COORDINATOR, TO THE DRUG AWARENESS MUNICIPAL ALLIANCE: One-year unexpired term ending 12/31/11.
CONSENT AGENDA ITEM M – RESOLUTION APPROVING OPEN AND CLOSED SESSION MINUTES: Reorganization Meeting 01/03/11; Regular Meetings 01/11/11; 01/25/11; 02/08/11; and 02/22/11.
NO. 1 – RESOLUTION ESTABLISHING THE BUDGET FOR MONTVILLE TOWNSHIP FIRE DISTRICT NO. 2: Resolution not needed. Was only needed if we changed what was previously approved.
NO. 2 – RESOLUTION AUTHORIZING CHANGE ORDER NO. 2 , ACCEPTANCE OF THE VREELAND AVENUE RESURFACING PROJECT, AND FINAL PAYMENT TO D & L PAVING CONTRACTORS FOR THE VREELAND AVENUE RESURFACING PROJECT:
WHEREAS, D & L Paving Contractors is the contractor for the Vreeland Avenue Resurfacing Project; and
WHEREAS, it has been determined that changes to this Contract are necessary; and
WHEREAS, D & L Paving Contractors has submitted a Change Order for an increase to the original contract amount of $1,650.00 for additional items of work authorized in connection with the project as set forth in the Change Order Authorization Form attached hereto; and
WHEREAS, the Township Engineer has recommended the change order, that the Vreeland Avenue Resurfacing Project be accepted by the Township, and that final payments be made; and
WHEREAS, D & L Paving Contractors has posted the required Maintenance Bond and filed the Affidavit of Release of Claims.
NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Montville, in the County of Morris and State of New Jersey, that the following change order is hereby approved:
Original Contract: $143,709.98
Adjusted Amount Based on
Change Order No. 1 & 2: $120,170.09
Decrease on the Contract: -16.38%
; and be it further
RESOLVED that the Township of Montville accepts as final the Vreeland Avenue Resurfacing Project and releases to D & L Paving Contractors final payment in full; and be it further
RESOLVED that the Township of Montville accepts Maintenance Bond No. NJC44811MB issued by Merchants Bonding Company in the amount of $12,095.18 for a one year period.
Motion: Nielson. Second: Kostka. Roll call vote – all yes. Resolution adopted.
NO. 3 – RESOLUTION AUTHORIZING ACCEPTANCE OF THE 2010 ROAD RESURFACING PROJECT AND FINAL PAYMENT TO D & L PAVING CONTRACTORS:
WHEREAS, D & L Paving Contractors is the contractor for the 2010 Road Resurfacing Project; and
WHEREAS, the Township Engineer has recommended that the 2010 Road Resurfacing Project be accepted by the Township, and that final payments be made; and
WHEREAS, D & L Paving Contractors has posted the required Maintenance Bond and filed the Affidavit of Release of Claims.
NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Montville, in the County of Morris and State of New Jersey, that the Township of Montville accepts as final the 2010 Road Resurfacing Project and releases to D & L Paving Contractors final payment in full; and be it further
RESOLVED that the Township of Montville accepts Maintenance Bond No. NJC44810MB issued by Merchants Bonding Company in the amount of $43,272.52 for a one year period.
Motion: Nielson. Second: Braden. Roll call vote – all yes. Resolution adopted.
NO. 4 – RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT BETWEEN THE TOWNSHIP OF MONTVILLE AND CONNOLLY & HICKEY: Motion: Gallopo. Second: Kostka. Discussion: Amend agreement to not to exceed $2,200.00. Motion: Gallopo. Second: Kostka. Roll call vote – all yes. Resolution adopted.
NO. 5 – RESOLUTION AUTHORIZING THE EXECUTION OF AN AGREEMENT BETWEEN THE FREE PUBLIC LIBRARY OF THE TOWNSHIP OF MONTVILLE AND THE TOWNSHIP OF MONTVILLE:
WHEREAS, the Township of Montville presently operates certain services as part of established municipal operations; and
WHEREAS, the Library desires to utilize certain services of the Township of Montville; and
WHEREAS, the Township of Montville is willing to provide these services under terms and conditions set forth in an Agreement attached hereto; and
WHEREAS, the Library has agreed to pay $34,642.00 for calendar year 2011 with subsequent 5% annual increases for these services.
NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Montville, in the County of Morris and State of New Jersey, that the appropriate municipal officials are hereby authorized to execute an Agreement with the Free Public Library of the Township of Montville in the form attached hereto.
Motion: Braden. Second: Gallopo. Roll call vote – all yes. Resolution adopted.
NO. 6 – RESOLUTION AUTHORIZING A PROFESSIONAL SERVICES AGREEMENT WITH BILOW GARRETT GROUP: Architectural Services animal shelter building. Not to exceed $15,200.00.
Motion: Braden. Second: Nielson. Roll call vote – all yes. Resolution adopted.
NO. 7 – RESOLUTION APPOINTING A LAND USE REVIEW COMMITTEE:
BE IT NOW RESOLVED by the Township Committee of the Township of Montville, County of Morris and State of New Jersey, that there is hereby established a Land Use Review Committee which shall serve as an advisory committee for the year 2011 to make recommendations to the Township Committee, Planning Board and Zoning Board of Adjustment on streamlining the land use application process to make it less arduous and more affordable for both residential and nonresidential development applicants; and
BE IT FURTHER RESOLVED that the Land Use Review Committee shall have as members two (2) members of the Planning Board appointed by the Planning Board; two (2) members of the Zoning Board of Adjustment appointed by the Zoning Board of Adjustment; the Township Land Use Planner; the Department Head of the Department of Planning; and three (3) residents of the Township of Montville to be appointed by the Township Committee for a total of eight (9) members; and
BE IT FURTHER RESOLVED, that the names of the individuals appointed to the Land Use Review Committee are as follows:
Planning Board: John Visco and Gary Lewis
Board of Adjustment: James Marinello and J. Deane Driscoll
Township Land Use Planner
& Department Head: Meghan Hunscher and Anthony Barile
Residents: Anthony Angiolini, Craig Bednarz, and Ronald Young
Motion: Nielson. Second: Kostka. All in favor. Resolution adopted.
NO. 8 – RESOLUTION APPROVING THE LISTING OF BILLS AND SIGNING OF CHECKS: Motion: Braden. Second: Kostka. Roll call vote – all yes. Resolution adopted.
Committeeman Braden reported on the Library Board meeting. The Board of Trustees secretary accepted a 10% fee reduction. Repaving the library – this weekend someone tripped and was injured. We should ask our DPW to take a look at. The library is also reaching out to our Recreation Department to pick up some of their programs that are more tied to Recreation – i.e. yoga, etc.
MBSA parade was this weekend. There were of 1,000 people. Would like to thank the Police Department.
April 29 Deb Nielson will be recognized by the Environmental Commission and the Women’s Club for her dedication to Montville Township and our ecology here – Arbor Day tree planting – 9 a.m.
Bastone spoke about the amount of library surplus we are going to anticipate. The budget now - it is at $1 million. Kostka stated at the library meeting last night the number was $1.4 million.
Bastone suggested anticipating $1.4 million and reducing the surplus by $400,000. There is an additional appropriation of $100,000 for legal settlement. Do we want to reduce surplus by $300,000 to maintain the same tax levy? Township Committee – all in favor.
RESOLUTION NO. CES-041211B PROVIDING FOR A MEETING NOT OPEN TO THE PUBLIC IN ACCORDANCE WITH THE PROVISIONS OF THE NEW JERSEY OPEN PUBLIC MEETINGS ACT, N.J.S.A. 10:4-12:
1. Litigation: Lotta Lettuce
Motion: Gallopo. Second: Nielson. All in favor. Resolution adopted.
At 10:50 p.m. – Closed Session. At 11:30 p.m. – Public Session.
Gallopo stated he wanted to discuss the police budget salary/wage line item. Chief Cook recommended hiring three new officers and promoting one to sergeant. The administrator’s recommendation was status quo. According to the TO, there is one squad that does not have a sergeant, and that would complete the TO. To get a better understanding, if that means we have to hire another officer as a backfill – that is not clear to me.
Bastone stated he has looked at a variety of TO’s. I think we can operate with the number of personnel we have now for 2011. 2012 may be a different story due to possible retirements, and we may have to look at that. My recommendation was not to do it (the promotion), but it is not a budget breaker – $10,000 to $12,000 annual cost between ranks - there is enough breakage. My recommendation is to adopt the budget the way it is. Leave the number of personnel stay the way it is now and take a hard look at it for 2012. Talk to Chief Cook to see if there a real need to do a promotion from patrolman to sergeant and bring it back to the Township Committee.
Township Committee all agreed.
Meeting adjourned at 11:40 p.m. Motion: Kostka. Second: Gallopo. All in favor. Motion approved.
Gertrude H. Atkinson, Township Clerk
Approved August 9, 2011
Montville Township Committee
James Sandham, Jr., Mayor