July 18, 2023 Workshop Meeting Minutes

STILLWATER TOWNSHIP COMMITTEE

WORKSHOP MEETING MINUTES

Tuesday July 18, 2023

A REGULAR MEETING of the Stillwater Township Committee was called to order by Mayor Chammings at 7:08 p.m. noting the meeting date, time and place were sent to the New Jersey Herald and posted at the Town Hall, on the Township’s website and advised those present that this meeting was being held in compliance with provisions of Open Public Meetings Act, Chapter 231 P.L. 1975 P.L. 1975, Chapter 231, Sections 4 & 13.

Roll Call: PRESENT: Mrs. Delaney, Mr. Barta, Mrs. Rumsey, Mr. Scott, Mayor Chammings

 

EXECUTIVE SESSION: held in Town Hall

After the reading of the following Resolution to enter into Executive Session, a motion was made by Mrs. Rumsey, seconded by Mrs. Delaney and carried by roll call vote to adopt the resolution permitting the Committee to go into Executive Session at 6:16 p.m.

WHEREAS, Section 8 of the Open Public Meetings Act, Chapter 231, P.L. 1975 permits the exclusion of the public from a meeting under certain circumstances; and

WHEREAS, this public body is of the opinion that such circumstances presently exist.

NOW THEREFORE, BE IT RESOLVED, by the Township Committee of the Township of Stillwater, in the County of Sussex and State of New Jersey as follows:

1. The public shall be excluded from that portion of this meeting.

2. The general nature of the subject matter to be discussed is as follows: Personnel

3. As nearly as can now be ascertained, the matter or matters to be discussed at this time will be disclosed to the public when such matters are resolved.

A motion was made by Mayor Chammings to suspend Executive Session and return to public session at 7:10 p.m. seconded by Mrs. Rumsey. Roll Call Vote: Mrs. Delaney, Mr. Barta, Mrs. Rumsey, Mr. Scott, Mayor Chammings

The flag was saluted.

MINUTES: June 20, 2023 Regular Meeting Minutes

A motion was made by Mrs. Rumsey to adopt the minutes as presented, seconded by Mrs. Delaney. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

BILLS LIST #12 $531,812.66

RESOLUTION 2023-138 Authorizing Payment of Bills

WHEREAS, the Chief Finance Officer has certified that funds are available in the proper

account; and

WHEREAS, the Chief Finance Officer has approved payment upon certification from

the Township Department Heads that the goods and/or services have been rendered to the

Township;

NOW, THEREFORE, BE IT RESOLVED by the Mayor and Committee of the Township of Stillwater that the current bill lists, dated July 11, 2023 and on file and available for public inspection in the Office of the Chief Finance Officer and approved by the Chief Finance Officer for payment, be paid.

A motion was made by Mr. Scott to adopt Resolution 2023-138 funds permitting without PO #13909 for $84.00, seconded by Mrs. Rumsey. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

A motion was made by Mr. Scott to adopt Resolution 2023-138 funds permitting for PO #13909 for $84.00, seconded by Mrs. Rumsey. Roll Call Vote: Mrs. Delaney, abstained, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

AMENDMENTS TO AGENDA: None

OPEN PUBLIC SESSION (agenda items only):

Seeing no one who wished to speak this portion of the meeting was closed.

NEW BUSINESS:

RESOLUTION 2023-139 Extending the Grace Period of Third Quarter 2023 Taxes to August 29, 2023

WHEREAS, N.J.S.A. 54:4-64 requires that municipal tax bills be mailed forty-seven (47) days before the third installment of taxes falls on August 1^st, namely on June 14^th; and

WHEREAS, the date of mailing of Stillwater Township tax bills to Stillwater Township taxpayers cannot be determined at this time; and

WHEREAS, in accordance with the intent of N.J.S.A. 54:4-64 invoking any payment of interest for delinquency under the provisions of N.J.S.A. 54:4-64; and

WHEREAS, R.S. 54:4-67 deems twenty five (25) days after proper mailing of said tax bills and certification of such mailing, to be adequate notice of the amount of taxes due.

NOW, THEREFORE BE IT RESOLVED by the Township Committee of the Township of Stillwater, in the County of Sussex, State of New Jersey as follows:

Stillwater Township taxes or assessments due August 1, 2023 will not be considered delinquent and interest for delinquency in the payment of such taxes and assessments shall not be charged for the failure to pay any such taxes or assessments if received by the Township on or before the twenty fifth (25^th) day after the proper mailing of the tax bills and provided further, however, that if any such installment is not paid on or before said twenty fifth (25^th) day, interest at the usual rate will be charged from August 29, 2023.

A motion was made by Mrs. Rumsey to adopt Resolution 2023-139, seconded by Mr. Scott. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-140 Rescinding the ABC License for The Boat House at Swartswood Lake for the 2015-2016, 2016-2017, 2017-2018, 2018-2019, 2019- 2020, 2020-2021, 2021-2022, 2022-2023 for failure to publish the 12.18 ruling in 2015.

 

WHEREAS, THE Township Committee of the Township of Stillwater, County of Sussex and State of New Jersey, pursuant to the authority vested in it by an act of Legislature, has heretofore by ordinance, provided for the sale of alcoholic beverage in the Township of Stillwater; and

WHEREAS, the following named Liquor License holder has failed to advertise, a requirement of the 2015-2016 12.18 ruling that prohibited the Township from granting renewal of the license;

 

NOW, THEREFORE, BE IT RESOLVED, that the following liquor license known as Plenary Retail Consumption License be rescinded for the periods of July 1, 2015 to June 30, 2016; July 1, 2016 to June 30, 2017, July 1, 2017 to June 30, 2018; July 1, 2018 to June 30, 2019, July 1, 2019 to June 30, 2020, July 1, 2020 to June 30, 2021, July 1, 2021 to June 30, 2022 and July 1, 2022 to June 30, 2023.

LICENSE NUMBER LICENSEE AND ADDRESS

1920-33-011-005 The Boat House at Swartswood, LLC

P. O. Box 26, 1040 Route 521

Swartswood, New Jersey 07877

A motion was made by Mr. Scott to adopt Resolution 2023-140, seconded by Mrs. Delaney. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

 

RESOLUTION 2023-141 Re-Instating the ABC License for The Boat House at Swartswood Lake for the 2015-2016, 2016-2017, 2017-2018, 2018-2019, 2019-2020, 2020-2021 term.

WHEREAS, THE Township Committee of the Township of Stillwater, County of Sussex and State of New Jersey, pursuant to the authority vested in it by an act of Legislature, has heretofore by ordinance, provided for the sale of alcoholic beverage in the Township of Stillwater; and

WHEREAS, the following named Liquor License holder now advertised and submitted the affidavit of publication for said advertisement fulfilling the requirement of the 2015-2016 12.18 ruling that prohibited the Township from granting renewal of the license;

WHEREAS, the following named Liquor License holder has filed an application for the license renewal and the Municipal Clerk has received the Tax Clearance Certificate for this establishment and all fees have been paid.

NOW, THEREFORE, BE IT RESOLVED, that the following liquor license known as Plenary Retail Consumption License be granted renewal Nunc Pro Tunc for the periods of July 1, 2015 to June 30, 2016; July 1, 2016 to June 30, 2017, July 1, 2017 to June 30, 2018; July 1, 2018 to June 30, 2019, July 1, 2019 to June 30, 2020, July 1, 2020 to June 30, 2021

LICENSE NUMBER LICENSEE AND ADDRESS

1920-33-011-005 The Boat House at Swartswood, LLC

P. O. Box 26, 1040 Route 521

Swartswood, New Jersey 07877

A motion was made by Mr. Scott to adopt Resolution 2023-141, seconded by Mrs. Delaney. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-142 Renewing the ABC License for The Boat House at Swartswood Lake for the 2023-2024 term

WHEREAS, THE Township Committee of the Township of Stillwater, County of Sussex and State of New Jersey, pursuant to the authority vested in it by an act of Legislature, has heretofore by ordinance, provided for the sale of alcoholic beverage in the Township of Stillwater; and

WHEREAS, the following named Liquor License holder has filed an application for the license renewal and the Municipal Clerk has received the Tax Clearance Certificate for this establishment and all fees have been paid.

NOW, THEREFORE, BE IT RESOLVED, that the following liquor license known as Plenary Retail Consumption License be granted renewal for the period of July 1, 2023 to June 30, 2024.

LICENSE NUMBER LICENSEE AND ADDRESS

1920-33-011-005 The Boat House at Swartswood, LLC

P. O. Box 26, 1040 Route 521

Swartswood, New Jersey 07877

1920-44-008-004 Main Street Liquors, LLC

P. O. Box 123, 906 Main Street

Stillwater, New Jersey 07875

 

BE IT FURTHER RESOLVED, that the Township Clerk is hereby authorized to issue the License herein granted, the same effective as provided by Law.

A motion was made by Mr. Scott to adopt Resolution 2023-142, seconded by Mrs. Delaney. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-143 REFUND OF OVERPAYMENT OF DOG LICENSING FEE

WHEREAS, the Chief Financial Officer has certified that the following individual submitted payment for a dog license renewal in excess of the fees due, and;

WHEREAS, the payment made was $49.00 and the amount due was $41.00, and;

WHEREAS, the individual made an overpayment of $8.00.

NOW THEREFORE, BE IT RESOLVED, by the Township Committee of Stillwater Township, that a refund be issued in the amount of the overpayment.

Name & Address Funding Amount

Eva Giangrasso Dog License $8.00

 

A motion was made by Mrs. Delaney to adopt Resolution 2023-143, seconded by Mr. Scott. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-144 – Mayor Chammings noted this resolution will be adopted after the completion of executive session this evening.

RESOLUTION 2023-145 Awarding contract to MCCPC Vendors for Mt. Benevolence Road Phase I

BE IT RESOLVED

that the Stillwater Township Committee

hereby recommends to the New Jersey Department of Transportation that the contract for

Mt. Benevolence Road Section I

(Name of Project)

in the Township of Stillwater County of Sussex

(Name of Municipality)

be awarded to the following Morris County Cooperative Pricing Council Vendors:

Schiano Construction Corporation (MCCPC Contract #6) whose bid amounted to $ 158,329.70

Denville Line Painting, Inc. (MCCPC Contract #36) whose bid amounted to $ 4,300.36

whose bids amounted to $ 162,630.06 subject to the approval of the Department.

That the presiding officer of this body be and is hereby directed to sign for and, on its behalf, the

contract in the prescribed form for said construction.

That the clerk of this body be and Mayor is hereby directed to seal said contract

with the corporate seal of this body and to attest to the same.

Approved by the Stillwater Township Committee on July 18, 2023.

A motion was made by Mr. Scott to adopt Resolution 2023-145, seconded by Mrs. Rumsey. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-146 Awarding contract to MCCPC Vendors for Mt. Benevolence Road Phase II

BE IT RESOLVED that the Stillwater Township Committee

hereby recommends to the New Jersey Department of Transportation that the contract for

Mt. Benevolence Road Phase 2

(Name of Project)

in the Township of Stillwater County of Sussex be awarded to the following Morris County Cooperative Pricing Council Vendors:

Schifano Construction Corporation (MCCPC Contract #6) whose bid amounted to $ 126,856.00

Road Safety Systems, LLC (MCCPC Contract #26) whose bid amounted to $ 18,540.00

Denville Line Painting, Inc. (MCCPC Contract #36) whose bid amounted to $ 3,587.00

whose bids amounted to $ 148,983.00 subject to the approval of the Department.

That the presiding officer of this body be and is hereby directed to sign for and, on its behalf, the

contract in the prescribed form for said construction.

That the clerk of this body be and Mayor is hereby directed to seal said contract

with the corporate seal of this body and to attest to the same.

Approved by the Stillwater Township Committee on July 18, 2023.

 

A motion was made by Mr. Scott to adopt Resolution 2023-146, seconded by Mrs. Rumsey. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-147 Authorizing Acceptance of Donation to Recreation Commission from Castner’s Saw Mill

 

WHEREAS, the soccer field’s fence was not keeping the soccer balls securely within the field area and our children’s safety was compromised; and

WHEREAS, the Recreation Commission approached Castner’s Sawmill to supply wooden boards to secure the bottom of the fence; and

WHEREAS, Castner’s Saw Mill graciously donated Fifty-two (52) Oak 4” x 8’ Boards (Lumber) for Volunteer Field; and

WHEREAS, the amount of the donation is valued at $278.20;

 

NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Stillwater, County of Sussex, New Jersey hereby accepts the donation of Lumber from Castner’s Sawmill as detailed above with gratitude.

A motion was made by Mrs. Delaney to adopt Resolution 2023-147, seconded by Mrs. Rumsey. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-148 Authorizing execution of an Amendment to the Seagrave Fire Apparatus LLC contract for Model TB70CT Marauder Pumper

WHEREAS, Stillwater Township’s has entered a contract on August 17, 2021 for the purchase of a Seagrave Model TB70CT Marauder Pumper Fire Truck; and

WHEREAS, the original order is amended to add a material price increase in the amount of One Hundred Twenty-One Thousand Eighty-Nine dollars caused by unprecedented times of material and labor costs and material shortages; and

WHEREAS, Seagrave Fire Apparatus LLC and Stillwater Township negotiated fair terms in order for the agreement to proceed; and

WHEREAS, the following Amendment to the Contract contains other good and valuable consideration; and

NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Stillwater, New Jersey as follows:

1. The Mayor and Municipal Clerk are authorized to execute the Amendment to the contract with Seagrave Fire Apparatus, LLC
2. The Certified Finance Officer has certified funds are available for the purchase in the amount of $121,089.00

 

A motion was made by Mrs. Rumsey to adopt Resolution 2023-148, seconded by Mrs. Delaney. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, no, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-149 Accepting the resignation of Paul Hawkins as Acting DPW Supervisor

THEREFORE, BE IT RESOLVED that the Township Committee of the Township of Stillwater they do hereby concur with the Mayor’s acceptance of the resignation of Paul Hawkins as DPW Acting Supervisor effective July 29, 2023.

A motion was made by Mr. Scott to adopt Resolution 2023-148 with regrets, seconded by Mrs. Delaney. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, no, Mayor Chammings, yes – all with regrets

RESOLUTION 2023-150 Authorizing Acceptance of Donation to Recreation Commission from Soccer Fun Academy

WHEREAS, Soccer is Fun Academy is a group using Township of Stillwater’s soccer fields; and

WHEREAS, the Soccer is Fun Academy President, Robert Molinet, noticed the field and goalie boxes were damaged; and

WHEREAS, Mr. Molinet donated materials and labor for small turf repairs to the Township of Stillwater’s pre-existing field damages and goalie boxes at Volunteer Field in preparation for the upcoming summer sessions; and

WHEREAS, the amount of the donation is valued at $150.00;

 

NOW, THEREFORE, BE IT RESOLVED by the Township Committee of the Township of Stillwater, County of Sussex, New Jersey hereby accepts the donation of materials and labor from Soccer Is Fun Academy as detailed above with gratitude.

A motion was made by Mr. Scott to adopt Resolution 2023-150, seconded by Mrs. Rumsey. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-151 RESOLUTION APPROVING THE DISPOSAL OF

TOWNSHIP ITEMS

WHEREAS, the Township of Stillwater periodically retires items after reaching the end of their useful life and are no longer suitable for use by the Township; and

WHEREAS, the Township has determined the following items have reached the end of their useful service lives and are eligible for disposal in accordance with N.J.S.A. 40A:11-36;

 

100 Community Center Chairs

WHEREAS, the Township Committee has determined it will dispose of the items at the Sussex County Municipal Utilities Authority (SCUMA) in Lafayette, New Jersey.

NOW, THEREFORE, BE IT RESOLVED the items are declared to be surplus and are no longer needed for Township purposes and are of such a condition that they shall be disposed of; and

BE IT FURTHER RESOLVED that the items shall be disposed of through Sussex County Municipal Utilities Authority (SCUMA) in Lafayette, New Jersey; and

A copy of this Resolution shall be placed on file with the Clerk of the Township.

If any section, subsection, sentence, clause or phrase in this resolution is for any reason held to be unconstitutional or invalid, such decision shall not affect the remaining portions of this resolution.

A motion was made by Mayor Chammings to adopt Resolution 2023-151, seconded by Mrs. Rumsey. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

DISCUSSION ITEMS:

Facility Use, Facility Use Forms, Improvements to Parks and Facilities

DISCUSSION ITEMS:

Facility Use, Facility Use Forms, Improvements to Parks and Facilities:

Mayor Chammings asked Mrs. Delaney if the Recreation Commission had any requests for changes or purchases for 2024. Mayor Chammings said she hoped to identify items to be budgeted in 2024 and beyond for better planning.

Mrs. Delaney said with all the activities being worked on by the Recreation Commission they had not really discussed any thoughts for next year yet.

Mrs. Delaney reported the Recreation Commission was considering using the community center parking lot for the October 14/15 fall garage sale weekend for those who live in more remote township locations but wanted to be part of the town-wide sale.

Mrs. Delaney also noted she is taking care of the digital signs for summer camp through the County.

Mrs. Delaney relayed a concern regarding the new sign at the community center which does not close correctly. Mrs. Rumsey said the DPW will install a pull in the middle of both sides of the sign so it can be opened more easily and stay in line and close properly. Mrs. Rumsey noted the pulls worked for the identical sign at town hall.

Mrs. Rumsey said she would like to see the BBQ fire pit removed from its location in the rear yard of the community center and a bench and lending library cabinet installed under the canopy instead.

Mrs. Rumsey reported the power washing of the community center has been completed and the masonry repair and painting will occur after the new roof project. Mrs. Rumsey also reported the new automatic doors will be installed on July 26 or 27, 2023 and instead of keys everyone will be using individual codes.

Mayor Chammings said she would like the discussion to be about what can be fixed, repaired or removed in preparation of the upcoming budget discussions.

Mrs. Rumsey said the security cameras at the community center need to be moved because they were not installed in the best locations and she would like to see a few additional cameras added – one or more outside and one in the kitchen. Mrs. Tara Tosti who works with security cameras volunteered to look into what Stillwater would need to accomplish the security at the community center.

Mrs. Rumsey also said the side and kitchen doors need to be replaced badly. Mayor Chammings said the doors should come out of the building and grounds portion of the budget.

Mrs. Rumsey noted the amount budgeted for supplies such as toilet paper, paper towels and garbage bags should be raised because the community center is so busy. The community center should have its’ own supply line separate from town hall and DPW building.

Mayor Chammings said the HVAC system for the community center needs to be assessed to see if the system can be fixed or should be replaced. Mrs. Rumsey also noted the generator is so old and has not been serviced. Mayor Chamming said she hoped to obtain a new generator though OEM.

Mr. Scott added a location should be found for a dog park. Mrs. Rumsey said another pickleball court is needed. A discussion was also held on a location for a basketball court at Stillwater Park. Locations for these items will be targeted for 2024.

Paving the Veterans Park parking lot and the area of Stillwater Park across from the community center were discussed which are already partially or fully budgeted (depending on cost of asphalt). Mayor Chammings said when the co-op vendor comes to pave Mt. Benevolence Road they should be asked to look at the two park areas and give the township a price to pave while they are in town.

Mrs. Tosi asked about the shed behind the community center and whether it can be used or should the Recreation Commission put in a request for capital to purchase a shed. The DPW will look at the shed and report their findings.

Mayor Chammings said for everyone to think about the future and the option of installing electricity to Veterans Park. Having electric at the park could open up opportunities for a bathroom (eliminating the need for porta pottys), water fountains etc. A capital plan could be developed for this type of project.

Mayor Chammings said the group will wait to revamp facility use forms because of the time.

Mayor Chammings open the meeting to the public:

Steven Sugar asked if a bathroom on the fire department side of the community center could be considered. Mrs. Rumsey said they had hoped to have a bathroom and shower but it was found that the water line which runs under the pavement is crushed. Mayor Chammings noted there are bathrooms, shower and washing machine/dryer all at the OEM building.

Kathy Draghi said the township committee should examine why employees are leaving the township. Mr. Scott said the township does want to be competitive with pay. Mayor Chammings said they just completed three interviews for deputy clerk/receptionist and appointments will be made tonight after executive session.

Seeing no one else wanting to speak Mayor Chammings closed this portion of the meeting.

Mayor Chammings said the Township Committee will take a five-minute break and then resume Executive Session. Mayor Chammings said the session should be no longer then five or ten minutes and action will be taken once executive session discussions are completed.

Executive Session was resumed at 8:50 p.m. and re-entered public session at 9:30 p.m.

RESOLUTION 2023-144 Appointment of Valerie Ingles as Part-Time Deputy Clerk/Receptionist

THEREFORE, BE IT RESOLVED that the Township Committee of the Township of Stillwater do hereby concur with the appointment of Valerie Ingles as Part-Time Deputy Clerk/Receptionist effective August 1, 2023 at an hourly rate of $18.50 per hour. Work hours will be Monday, Tuesday, Wednesday and Thursday from 10:00 a.m. to 3:00 p.m.

A motion was made by Mr. Scott to adopt Resolution 2023-144, seconded by Mrs. Delaney. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, no, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2023-152 APPOINTMENT OF DANIELLE LOCASIO

AS PART-TIME RECEPTIONIST

THEREFORE, BE IT RESOLVED that the Township Committee of the Township of Stillwater they do hereby concur with the appointment of Danielle LoCascio as Part-Time Receptionist effective August 4, 2023 at an hourly rate of $18.00 per hour for Fridays from 9:00 a.m. to 3:00 p.m.

A motion was made by Mrs. Rumsey to adopt Resolution 2023-152, seconded by Mrs. Delaney. Roll Call Vote: Mrs. Delaney, yes, Mr. Barta, yes, Mrs. Rumsey, yes, Mr. Scott, yes, Mayor Chammings, yes

There being no further business, Mr. Scott made a motion to adjourn the meeting at 9:40 p.m., seconded by Mrs. Rumsey. In a voice vote, all were in favor.

Respectfully submitted,

Lynda Knott

Registered Municipal Clerk