February 4, 2020 Regular Meeting

STILLWATER TOWNSHIP COMMITTEE MEETING

MINUTES – February 4, 2020 – Regular Meeting

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

Roll Call was taken and the flag was saluted.

PRESENT: Committeeman Morrison, Committeewoman Rumsey, Committeeman Fisher, Deputy Mayor Scott, Mayor Chammings, Municipal Clerk Lynda Knott, Attorney Angelo Bolcato

EXECUTIVE SESSION: 5:30 p.m.

After the reading of the following Resolution to enter into Executive Session, a motion was made by Mr. Scott, seconded by Mr. Morrison and carried by roll call vote to adopt the resolution permitting the Committee to go into Executive Session at 5:33 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; Attorney Client

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.

There being no further business to attend to, a motion was made by Ms. Rumsey, seconded by Mr. Fisher to conclude the Executive Session at 6:06 p.m., unanimously carried by roll call vote.

Budget Discussion: 6:10 p.m.

Also present were Dana Mooney, CFO and Tammy Leonard, Finance Clerk.

Ms. Mooney explained the budget spreadsheet before the Committee is based on a three percent employee increase across the board.

Mayor Chammings has been appointed as OEM and will not be accepting a salary. A Deputy OEM has not been appointed at this time. The salary for the deputy will remain the same but can be adjusted later in the budget review as needed depending on whether one or two deputies are hired.

The Committee agreed the three percent increase was acceptable as long as nothing unexpected arises during budget review making it necessary for it to be adjusted.

Ms. Mooney reviewed the spreadsheet changes as follows: State Police calculation, Zoning Officer budget increase for $1,000 for a desk, Statewide Insurance is the same, streets and roads had changes, field maintenance was moved to Buildings and Grounds ($10,000); and a new roll-off account number was added,

At this point the total budget is .81 percent more than last year. Once emergency services are reviewed, Ms. Mooney will provide a summary on the revenue and final numbers. She felt it was a good year, with stable revenues, noting the Construction Department does very well and taxes were down slightly.

The 2018 charge to the budget was $3,353,000 and in 2019 it was $3,141,00 at the end of the year. Several items were fully funded in 2019. At this point, Ms. Mooney has not finalized capital but has fully funded items at $120,000.

The Animal Control Officer (ACO) has requested to decrease his pay slightly to cover costs and enter into a shared service with Fredon. If Stillwater is the lead agency the other position will be pensionable. Ms. Mooney referred to the Stillwater Zoning Secretary and Planning Secretary positions, both are filled by the same person but only one is pensionable. After further discussion, the Committee agreed they are not interested in a shared service with Fredon for ACO services. This item can be readdressed next year if requested by the ACO. Ms. Mooney would further research combining the Zoning/Planning secretary positions. Mr. Bolcato noted each board has the ability to appoint their secretary and it may not always be the same individual.

Several minor changes were made under the Convenience Center. The new employee title would be Recycling Attendant #2. Rob Losey would be removed from the record. The spreadsheet will be corrected to reflect the appropriate job performance of each position at the center.

A CERT line item will be added under OEM for $1,000. Mayor Chammings will contact the CERT Coordinator to confirm the requested amount.

Ms. Knott asked for an update on the electronic payment system. Ms. Mooney stated the process is moving forward and all credit cards will be accepted. Payments can be paid online as well as at the Municipal Building. All documents will be reviewed by Mr. Bolcato. Two employees will be set up and trained to accept payments. Ms. Mooney recommended accepting tax payments only at this time and once the process is running smoothly other departments could be incorporated including dog licensing, building, etc.

The next budget meeting will be held on Saturday, February 8^th. The Mayor asked that all capital requests for the fire department be provided prior to the meeting.

Mr. Scott made a motion to close the budget portion of the meeting, seconded by Mr. Morrison.

In a voice vote, all were in favor.

A five-minute recess was taken and the regular session commenced at 7 p.m.

REGULAR SESSION:

MINUTES:

Regular Minutes: January 21, 2020

Mr. Scott made a motion to approve the minutes as amended, seconded by Ms. Rumsey.

Roll Call Vote: Ms. Rumsey, yes, Mr. Morrison, abstain, Mr. Scott, yes, Mr. Fisher, yes, Mayor Chammings, yes

CONSENT AGENDA:

RESOLUTIONS:

2020-036 Authorizing the Issuance of Raffle Licenses RA-20-01 and RA-20-02

2020-037 Authorizing the Issuance of Raffle Licenses RA-20-03

2020-038 Mayors’ Appointment of Tara Tosti as Recreation Commissioner with Committee Concurrence

2020-039 Authorizing the Appointment of Frank Rooney as part-time Recycling Attendant #2

Mr. Scott made a motion to adopt the resolutions as listed, seconded by Mr. Fisher.

Roll Call Vote: Ms. Rumsey, yes, Mr. Morrison, yes, Mr. Scott, yes, Mr. Fisher, yes, Mayor Chammings, yes

BILLS LIST #2: $1,823,299.76

RESOLUTION 2020-040 PAYMENT OF BILLS

Mr. Scott made a motion to adopt Resolution 2019-040, funds permitting, seconded by Mr. Morrison.

Roll Call Vote: Ms. Rumsey, yes, Mr. Morrison, yes, Mr. Scott, yes, Mr. Fisher, yes, Mayor Chammings, yes

AMENDMENTS TO AGENDA

OPEN PUBLIC SESSION

At this point, this portion of the meeting was opened to the public.

David Peloubet, 916 Laurel Drive expressed interest in purchasing township owned lots (Block 401, Lots 5 and 6). Lot 5 is township-owned and the township must foreclose on Lot 6 before it could be made available. His home is located on lot 7. Mr. Peloubet provided his contact information to the Clerk.

There being no further members of the public wishing to speak, this portion of the meeting was closed.

NEW BUSINESS:

ORDINANCE 2020-01

CALENDAR YEAR 2020 ORDINANCE OF THE TOWNSHIP OF STILLWATER, COUNTY OF SUSSEX, NJ TO EXCEED THE MUNICIPAL BUDGET APPROPRIATION LIMITS AND TO ESTABLISH A CAP BANK

(N.J.S.A. 40A: 4-45.14)

WHEREAS, the Local Government Cap Law, N.J.S. 40A: 4-45.1 et seq., provides that in the preparation of its annual budget, a municipality shall limit any increase in said budget up to 2.5% unless authorized by ordinance to increase it to 3.5% over the previous year’s final appropriations, subject to certain exceptions; and,

WHEREAS, N.J.S.A. 40A: 4-45.15a provides that a municipality may, when authorized by ordinance, appropriate the difference between the amount of its actual final appropriation and the 3.5% percentage rate as an exception to its final appropriations in either of the next two succeeding years; and,

WHEREAS, the Township Committee of the Township of Stillwater in the County of Sussex finds it advisable and necessary to increase its CY 2020 budget by up to 3.5% over the previous year’s final appropriations, in the interest of promoting the health, safety and welfare of the citizens; and,

WHEREAS, the Township Committee hereby determines that a 1.0% increase in the budget for said year, amounting to $23,112.30 in excess of the increase in final appropriations otherwise permitted by the Local Government Cap Law, is advisable and necessary; and,

WHEREAS the Township Committee hereby determines that any amount authorized hereinabove that is not appropriated as part of the final budget shall be retained as an exception to final appropriation in either of the next two succeeding years.

NOW THEREFORE BE IT ORDAINED, by the Township Committee of the Township of Stillwater, in the County of Sussex, a majority of the full authorized membership of this governing body affirmatively concurring, that, in the CY 2020 budget year, the final appropriations of the Township of Stillwater shall, in accordance with this ordinance and N.J.S.A. 40A: 4-45.14, be increased by 3.5%, amounting to $80,893.05, and that the CY 2020 municipal budget for the Township of Stillwater be approved and adopted in accordance with this ordinance; and,

BE IT FURTHER ORDAINED, that any that any amount authorized hereinabove that is not appropriated as part of the final budget shall be retained as an exception to final appropriation in either of the next two succeeding years; and,

BE IT FURTHER ORDAINED, that a certified copy of this ordinance as introduced be filed with the Director of the Division of Local Government Services within 5 days of introduction; and,

BE IT FURTHER ORDAINED, that a certified copy of this ordinance upon adoption, with the recorded vote included thereon, be filed with said Director within 5 days after such adoption.

Mr. Scott made a motion to introduce Ordinance 2020-01, seconded by Mr. Fisher.

Roll Call Vote: Ms. Rumsey, yes, Mr. Morrison, yes, Mr. Scott, yes, Mr. Fisher, yes, Mayor Chammings, no

DISCUSSION ITEMS:

Community Center Users and Upgrades:

Mayor Chammings reviewed the drawing for the bathroom renovations. The Construction Official has indicated that sealed architectural plans and a licensed plumber and electrician will be required. The Mayor met with a local architect at the site. She asked if the Committee was in favor of moving forward with the bathroom renovations. The Committee agreed. A written proposal will be submitted by the architect. It was noted the Clerk also contacted architect Steven Boshart, with no response. Once demolition has started the architect will revisit the site to look at the lintels over the door.

Facility Agreement:

The Committee reviewed a sample agreement from Fredon and one prepared by Mr. Bolcato. A fee sheet from Fredon was also reviewed. The Committee agreed the version provided by Mr. Bolcato was more suited to the Community Center at this point; it can be expanded or amended in the future if deemed necessary. Mr. Bolcato stated the Committee would need to determine the fees/deposits required which would then be adopted by ordinance. At this time the facility use will be limited to non-profit groups only. Fredon charges $25/hour for non-profit organizations at the Civic Center; a minimum of three hours. The Committee discussed what a reasonable charge would be. Mayor Chammings expressed concern with the fee being a hardship for non-profit groups and she would rather see the facility being used. She noted there is revenue from the cell tower located on the property that needs to be considered. The 4-H group will be meeting at the center once a month and will be using the kitchen. The Committee agreed that $25 per meeting would be reasonable at this point. Ms. Rumsey asked who would oversee the facility use. Mayor Chammings stated there are two Recreation Commission members who have an interest in doing so and they will also be using the facility for afterschool activities. The husband of one of the individuals is a DPW employee and he would be available if something at the building needed attention. Ms. Rumsey asked if the afterschool group is paid and/or do the participants pay a fee. Ms. Knott indicated there is no fee for either. Ms. Rumsey felt if the group is part of the Recreation Commission there should be no charge. The Committee agreed and they determined there would be no charge for non-profit groups until a use fee is established by ordinance. Mr. Morrison felt volunteer oversight may lead to problems and felt the position should be paid. He stated scheduling can be done through the town hall and Ms. Knott agreed. Mayor Chammings stated Kittatinny has a paid building site manager for all facility events at a salary of $100 for three hours.

Ms. Rumsey made a motion to not charge the non-profit groups using the Community Center until a fee ordinance is established and adopted; scheduling to be managed through the Municipal Clerk’s office, certificate of insurance required, seconded by Mr. Scott.

Mr. Fisher recommended charging a base $25 per use fee for non-profit groups until an ordinance is adopted. The Committee agreed and determined each use would be limited to a two-hour maximum.

Following a brief discussion, Ms. Rumsey amended her motion to charge a flat fee of $25 per use for non-profit groups until a fee ordinance is adopted, use limited to a two-hour maximum; scheduling to be managed through the Municipal Clerk’s Office, certificate of insurance required, seconded by Mr. Scott.

Roll Call Vote: Ms. Rumsey, yes, Mr. Morrison, yes, Mr. Scott, yes, Mr. Fisher, yes, Mayor Chammings, yes

The Committee agreed to use the facility agreement form created by Mr. Bolcato.

Mayor Chammings suggested passing the Fredon facility agreement onto the Recreation Commission for their review.

Sign for Community Center and Township Entrance Signs:

Ms. Rumsey reported she obtained a quote for the Community Center sign from EM Signs in Newton for a 96” x 30” 1-inch deep, tubular, square aluminum frame, to be riveted to the building; quote includes installation and will digitally include the township seal: $675.00 (30-day quote). The sign will be installed to the left of the drainage pipe on the building.

Mr. Morrison suggested obtaining quotes for the three entrance signs to the township from EM Signs. Ms. Rumsey proposed contacting the Vo-Tech to have the students construct the signs, which would be at no cost and would be done by their combined graphic arts and shop students for grades. They also have experience creating signs for other municipalities. Mayor Chammings expressed concern with having the students construct the signs as the sign material is difficult to work with. Mr. Scott recommended having them provide a sample of their work.

Mr. Fisher suggested a two-sided Community Center sign to be mounted over the top of the existing display sign at the fire department building so it can be seen from both directions; the display sign would remain and the existing light would shine on the community sign. Ms. Rumsey stated the display signs often get hit by vehicles and solar lighting could be installed below the Community Center sign if it is placed on the building.

Ms. Rumsey made a motion to order the signage for the Community Center, EM Signs, at a cost of $675.00 including installation, seconded by Mr. Scott.

Roll Call Vote: Ms. Rumsey, yes, Mr. Morrison, yes, Mr. Scott, yes, Mr. Fisher, yes, Mayor Chammings, yes

Ms. Knott will contact EM Signs to obtain a quote for the three entrance signs to the township.

Land Sale for April 2020:

The land sale will be held on February 18, 2020. For the next land sale, Mr. Morrison recommended sending a notice to each adjoining property owner to a township owned lot asking if they would be interested in the lot. A final list will be compiled off of the feedback from the mailing. Approximately $1500 will have to be budgeted for the mailing. The notices could be sent out in the spring for a summer and fall land sale. Ms. Knott felt such a project could be overwhelming and the Committee agreed the mailing inquiries could be done in sections such as Paulinskill Lake, Plymouth Lake, Crandon Lake, etc.

Mayor Chammings stated she is an adjoining owner of a township-owned lot on the current land sale list. She was unaware of the lot and just wanted to disclose the information.

At this point, this portion of the meeting was opened to the public.

Kathy Draghi, 1016 Route 619 mentioned that there was an ad in the New Jersey Herald recently with very specific wording seeking an attendant at the Civic Center in Fredon. Mrs. Draghi asked the Committee to consider groups such as seniors and Mahjong players who do not have insurance. Ms. Knott noted a hold harmless agreement could be used in that case. Ms. Draghi felt the fees the Committee discussed were very reasonable.

There being no further members of the public wishing to speak, this portion of the meeting was closed.

Recreation Commission:

Mr. Scott reported Tonya Stark was appointed to the Commission and elected as the Vice-Chair.

Zoning Board:

Mayor Chammings reported the Board met and George Lippencott was elected as Chair and Kathy Draghi as Vice-Chair.

OEM Meeting:

Mayor Chammings reported she attended the OEM Meeting last week for senior and elected officials. It was well attended. She noted she will not receive a salary or stipend for the OEM position and she is seeking a Deputy OEM.

Fire Department:

Ms. Rumsey reported the fire department submitted their report and thanked Mr. Sugar for doing so. All the fire trucks have been removed from the town hall. Mr. Scott reported the DPW will be using the last bay.

ATTORNEY REPORT:

Mr. Bolcato reported on another potential source of revenue at the Community Center from United Telephone for a lease on the property. The old rental lease was from 1982 and was for $1200 annually.

Liaison to Public Safety:

Mr. Scott asked to transfer the liaison for Public Safety from him to Ms. Rumsey as she is the liaison to the fire department. She will work with Mr. Fisher, also a liaison to Public Safety. All agreed and the resolution will be amended.

There being no further business, Mr. Morrison made a motion to adjourn the meeting, seconded by Mr. Fisher at 8:11 p.m. In a voice vote, all were in favor.

Respectfully submitted,

Kathy Wunder