October 15, 2019 Regular Meeting Minutes

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STILLWATER TOWNSHIP COMMITTEE MEETING

October 15, 2019 – Regular Meeting

A REGULAR MEETING of the Stillwater Township Committee was called to order by Mayor Chammings at 7:01 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 Gross, Committeeman Morrison, Deputy Mayor Scott, Mayor Chammings, Municipal Clerk Lynda Knott, Attorney Angelo Bolcato

ABSENT: Committeeman Fisher

REGULAR SESSION:

Mayor’s Report: 931 Swartswood Road

Mayor Chammings reported the township has acquired the former Swartswood Fire Department building to be used by the township and community. She and Mr. Scott visited the site and it is in relatively good condition other than needing to be cleaned. The DPW worked on the outside of the building and property and its appearance has greatly improved. The Mayor thanked Attorney Bolcato for his assistance throughout the acquisition process. The building will be used to house Stillwater Fire Department apparatus, equipment, and an ambulance; CERT and OEM will use the office and meeting room for training and public assistance, and the meeting room can be used for community events.

Members of the fire department will go through the remaining equipment and uniforms to determine what can be utilized. The office will remain locked at this point for the protection of personnel records. The Clerk will determine what records need to be maintained and what can be disposed. The SLAP/SWAP programs may be able to assist with cleaning the building. Water has been run frequently and will eventually be tested. The hot water heater needs to be replaced and the generator may need to be repaired. The Construction Official recommended pouring a pad for the installation of the propane tank. The Mayor will meet with Mr. Haffner, County Deputy OEM Coordinator, to review the EOP Plan and discuss making the building an emergency shelter as opposed to a warming center. The bathrooms will need to be brought up to code (handicap accessible) with the widening of doors and possibly an addition of a shower in the future. Other repairs include exit signs (battery back-up), electrical box covers, a hole in the ceiling in the furnace room needs to be sheet rocked as well as the ceiling in the office, breaker box upgrade; locking door to be installed at the bottom of the stairs to the second level, door to the bays to be replaced with a one-hour fire-rated door, appropriate smoke and carbon monoxide detectors where needed, repair railing to the second floor, install back up light upstairs for exit, the kitchen hood/fire suppression will need to be tested and trees to be removed near the building. The items will be addressed over time. It was noted the occupancy is 147 with chairs, 187 without chairs.

The assignment of lease was signed over at closing and the township is awaiting documentation from the cell tower company. The gate on the cell tower compound also needs to be repaired.

Mr. Morrison thanked the Mayor for her persistence and hard work in acquiring the building for the township. The Mayor thanked the trustees of the Swartswood Fire Department for their assistance in the acquisition of the building and moving the process forward and she also thanked the Committee and public for their support.

Mayor Chammings summarized the costs as follows:

Stillwater Township back taxes: $23,800; $20,000

Hampton Township back taxes: $150

Recording Fees: $310

Title Insurance: $2800

Attorney Fees: approximately $3800

MINUTES:

Regular and Executive Session Minutes: October 1, 2019

Mr. Scott made a motion to approve the minutes as listed, seconded by Mr. Gross.

Roll Call Vote: Mr. Morrison, abstain, Mr. Gross, yes, Mr. Scott, yes, Mayor Chammings, yes

REPORTS:

DPW Report for September 2019

Tax Collector Report for September 2019

Building Department Report for September 2019

Zoning Officer Report for September 2019

Convenience Center Report for September 2019

SC Division of Health Report for September 2019

QPA Report for September 2019

Mr. Scott made a motion to accept the reports as submitted, seconded by Mr. Gross.

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

BILLS LIST #16: $221,198.48

RESOLUTION 2019-104 PAYMENT OF BILLS

Mr. Scott made a motion to adopt Resolution 2019-104, seconded by Mr. Gross.

Roll Call Vote: Mr. Morrison, yes, Mr. Gross, yes, Mr. Scott, yes, Mayor Chammings, yes

RESOLUTION 2019-105
STILLWATER TOWNSHIP,
SUSSEX COUNTY

RESOLUTION 2019-105

RESOLUTION OF THE TOWNSHIP COMMITTEE OF THE TOWNSHIP OF STILLWATER AUTHORIZING THE APPOINTMENT OF PAUL HAWKINS

AS FULL-TIME DPW LABORER

THEREFORE, BE IT RESOLVED that the Township Committee of the Township of Stillwater appoint of Paul Hawkins as a Full-Time DPW Laborer pursuant to the Collective Bargaining Agreement. Mr. Hawkins employment is effective November 1, 2019.

BE IT FURTHER RESOLVED that this appointment was made at a meeting of the Township Committee on Tuesday, October 15, 2019.

Mr. Scott made a motion to adopt Resolution 2019-105, seconded by Mr. Gross.

Roll Call Vote: Mr. Morrison, yes, Mr. Gross, yes, Mr. Scott, yes, Mayor Chammings, yes

AMENDMENTS TO AGENDA: Add Executive Session – Contract Negotiations

OPEN PUBLIC SESSION

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

Kathy Marshall, 1015 Route 619 suggested organizing a barn raising by the community for the repairs to the fire department building; volunteers, painters, plumbers, gardeners, etc. It would be a great way to bring the community together. A committee could be formed to put the information out to the residents. The Township Committee agreed this was a good idea as the process moves forward.

Ed Szabo, 978 Route 521 asked the Township Committee to consider holding a future Committee meeting at the fire house, possibly providing a tour of the building and discussing the future plans and providing information for volunteers interested in helping. Mr. Szabo asked the Committee to also consider installing a flag on the cell tower at the property. Mayor Chammings would review the variance resolution regarding the flag.

Vera Rumsey, 956 Fairview Lake Road discussed a plaque she is working on for the fire house property honoring all the deceased members of the Swartswood Fire Department. She asked for input on names so that she does not leave anyone out.

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

OLD BUSINESS:

RESOLUTION 2019-091:
STILLWATER TOWNSHIP,
SUSSEX COUNTY, NJ

RESOLUTION 2019-091

RESOLUTION AUTHORIZING PURCHASE OF PLAYGROUND & FITNESS EQUIPMENT FOR VETERAN’S PARK THROUGH
NJ STATE CONTRACT #16-FLEET-00136

WHEREAS, the Township of Stillwater desires to make improvements to Veteran’s Park through the purchase and installation of playground and fitness equipment; and

WHEREAS, Resolution 2019-021 authorizes purchases under New Jersey State Contract which may be in the aggregate exceed $40,000 per annum; and

WHEREAS, the Recreation Committee on July 1, 2019 had a presentation from George Ely Associates, Inc., (the “Contractor”) and they have recommended this company because the company has the equipment desired and approved by the Township Committee during budget discussions, and also has NJ State Contract pricing; and

WHEREAS, the proposal is for a total of $58,190.00 and N.J.A.C. 5:34-7.29 requires that the governing body award contracts over $40,000.00.

WHEREAS, the equipment installation at Veteran’s Park was initiated on August 9, 2019; and

WHEREAS, additional work needs to be performed by the Contractor in order to address concerns by the Township’s Risk Manager and Township personnel.

WHEREAS, inadvertently, this Resolution was not provided to the Township Committee for approval prior to the equipment being initially installed.

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

The purchase price of the playground equipment and installation by George Ely Associates, Inc. in the amount of $58,190.00 is hereby approved.

The Township Committee ratifies and approves the action previously taken in regards to the acquisition of the equipment and the installation. The Township Committee may direct withholding of full payment for the project, pending the vendor addressing any deficiencies with the work as determined by Township personnel and professionals.

The Chief Financial Officer has certified that funds are available for the acquisition in an amount not to exceed $58,190.00.

The Township Committee approves payment of $48,190.00 to the Contractor for the equipment and work performed to date. The remaining balance of $10,000.00 will not be paid to the Contractor until the Township’s Risk Manager and personnel confirm that the remaining work is properly performed to the Township’s satisfaction.

Notice of this action shall be published in the New Jersey Herald within ten (10) days of the passage thereof.

Mr. Scott made a motion to adopt Resolution 2019-091, seconded by Mr. Fisher.

Roll Call Vote: Mr. Morrison, yes, Mr. Gross, yes, Mr. Scott, yes, Mayor Chammings, yes

Sheriff Department Patrols: This item was carried, pending CFO review of funding availability.

NEW BUSINESS:

DISCUSSION ITEMS:

Best Practices Worksheet:

The CFO and Clerk have completed the worksheet with the exception of page 10 question #50 asking if the municipality would like to receive additional technical assistance from DLGS’s new Local Assistance Bureau in the area of Financial Administration, Capital Improvements, Asset Management, Tax Incentives, Procurement, Elected Official Training & Support, Management Training, Shared Services, Risk Management, Ethics and/or Other (fill-in). The Committee questioned whether or not there was a fee associated with doing so. Mr. Morrison felt input was needed from the CFO and Auditor. Ms. Knott offered to take an upcoming webinar to gain further information as many of the questions are new this year. The Committee agreed to decline this year and revisit the matter next year.

Shared Service Agreement with Sussex County for De-Icing Materials (tabled from 10/1/19):

This item was tabled to the November 12, 2019 Committee meeting. Mr. Scott and Ms. Knott are waiting for a response from Mr. Yardley and Mr. Kopenaal, both are on vacation at this time.

Five Points Lane Intersection:

The DPW has cut back vegetation/brush at the intersection and there has been a great improvement. The project is at a standstill at this point waiting for the Township Engineer Vreeland to post additional survey flags. The Mayor asked the Clerk to contact Mr. Vreeland regarding this item as well as the drainage issue on Route 521 off of Maple Lane.

Attorney Report:

Executive Session discussion.

Open Public Session:

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

Ed Szabo, 978 Route 521 referred to the Best Practices Worksheet and agreed with the Committee’s decision not to accept technical assistance from the State.

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

EXECUTIVE SESSION:

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 enter into Executive Session at 8:00 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: Contract Negotiations

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 Mr. Morrison, seconded by Mr. Scott to conclude the Executive Session at 8:30 p.m., unanimously carried by roll call vote.

There being no further business, Mr. Scott made a motion to adjourn the meeting, seconded by Mr. Morrison at 8:30 p.m. In a voice vote, all were in favor.

Respectfully submitted,

Kathy Wunder

 

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