STILLWATER TOWNSHIP COMMITTEE
REGULAR MEETING MINUTES
SEPTEMBER 3, 2024
A REGULAR MEETING of the Stillwater Township Committee was called to order by Mayor L. Chammings at 6:04 p.m. Mayor L. Chammings stated that this meeting is being held in compliance with the provisions of P.L. 1975, Ch. 231, Secs. 4 & 13 the Sunshine Law and that adequate notice of the meeting has been published in the New Jersey Herald as to the time, place, and date of meetings, and is posted in the usual location of posted notices in the municipal building as well as electronically on the township website.
ROLL CALL: Committeeman D. Manser, Committeewoman D. Delaney, Committeewoman V. Rumsey, Mayor L. Chammings
Absent: Committeeman G. Scott
Also Present: Township Attorney E. Bernstein
A MOTION was made by Committeewoman V. Rumsey and seconded by Committeeman D. Manser, to excuse Committeeman G. Scott from the September 3, 2024 meeting for medical conditions.
Mayor L. Chammings stated that they were holding Executive Session prior to the meeting to interview a candidate for the posted DPW Laborer position. The interviewee indicated that they would like the interview to be conducted in executive session, not public session.
EXECUTIVE SESSION: held in the Stillwater Township Municipal Building.
A MOTION was made by Committeewoman D. Delaney, seconded by Committeewoman V. Rumsey, with all members in favor, to adopt the Resolution permitting the Committee to go into Executive Session at 6:07 p.m.
STILLWATER TOWNSHIP COMMITTEE
RESOLUTION FOR EXECUTIVE SESSION
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, Contract, 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.
A MOTION was made by Committeewoman V. Rumsey and seconded by Committeewoman D. Delaney to go back into Regular Session at 6:41P.M.
ROLL CALL: Committeeman D. Manser; yes, Committeewoman D. Delaney; yes, Committeewoman V. Rumsey; yes, Mayor L. Chammings; yes. Motion carried with all in favor.
The Committee took a 15-minute recess prior to the regular meeting taking place at 7:00 p.m.
FLAG SALUTE: Mayor L. Chammings led the Flag Salute at 7:00 p.m.
PRESENTATION: Jessica Caldwell Open Space & Rec Plan Discussion
Ms. Alison Kopsco, Senior Planner from J Caldwell & Associates, LLC attended the meeting for the presentation on the Open Space & Rec Plan. Ms. Kopsco stated that the Open Space & Rec Plan should be updated every 10 years to remain eligible for Green Acres funding. The purpose of the meeting was to discuss the goals and objectives since the last plan was completed in 2006. She will also be meeting with the Recreation Commission & Environmental Commission next month.
Ms. Kopsco stated that they would be updating the status of the rec facilities, connecting open spaces, and an action plan to implement the OSRP. They have been working on newly acquired land since the last plan currently by using the state DEP GIS system and Green Acres program. She asked the Committee for feedback and updates.
Committeewoman D. Delaney stated that they would like to run electricity to Veteran’s Park as most of the Township events are held there and lots of sports organizations utilize it. The 200th celebration will also be held there next year. Committeeman D. Manser also noted that if electric was run to the park that a camera system could be installed.
Committeewoman V. Rumsey stated that the pickleball courts at Stillwater Park need to be added and that the Township would like to install another pickleball court in the future. The Community Center needs to be added as well which hosts multiple organizations of all ages.
Ms. Kopsco stated that they will add the National Park Service, Trails, and Farmland Preservation. She will set up the mandatory two public hearings. An Open Space & Rec Plan solid draft should be prepared by the end of the year. It should be able to be adopted as an element of the master plan in 2025. She will contact Recreation Commission Chairwoman T. Tosti to have her post the public hearing dates on the Rec Commission Facebook page and Municipal Clerk V. Ingles will post it on the Town website.
COMMITTEE REPORTS:
Committeeman David Manser
Board of Education
Committeeman D. Manser stated that there hasn’t been a Board of Education meeting since the last Town Committee meeting.
Recreation Commission
Committeeman D. Manser stated that there was a Recreation Commission scheduled for that night so he wasn’t able to attend as he’s at the Township Committee meeting.
Recycling Center
Committeeman D. Manser stated that he visited the Recycling Center over the weekend. He stated that they were a little short handed on weekend help now that school is back in session and sports are starting up. Mayor L. Chammings asked V. Ingles to get a summary from the CFO of which recycling center employees are “as needed” and which are 10-hour employees. They will need to decide which to advertise for or both. They will add to the September 17th agenda.
Committeewoman Dawn Delaney
Planning Board
Committeewoman D. Delaney stated that there wasn’t a Planning Board meeting.
Recreation Commission
Committeewoman D. Delaney stated that she discussed the Recreation Commission meeting that she attended at the last town meeting.
Finance
Committeewoman D. Delaney stated that the Bond Anticipation Note sale occurred at the last town meeting. The Township received two bids, the lower one had an interest rate of 4.218% which is slightly better than the current rate of 4.35%. They received a proposal for the paving project. Veterans park is about $30,000; Stillwater Park $13,000 and the Community Center $4,100 for a grand total of $84,000 and the town does have those funds according to the CFO. CFO will begin preparing the 2025 budget soon. Department budget packets will be going out at the end of the month.
Committeewoman Vera Rumsey
Zoning Board of Adjustment
Committeewoman V. Rumsey stated that the Zoning Board meeting was on August 22nd. They approved the application at 929 Fairview Lake Lane. Next meeting is September 23rd.
Emergency Services
Committeewoman V. Rumsey stated that the department received 143 fire calls and 383 EMS calls to date. The new turnout gear that was purchased through the grant has arrived. They are busy drilling tonight and preparing the truck for the parade.
Community Center
Committeewoman V. Rumsey stated that the new ice machine is coming soon. Navis Doors came up and did door repairs including moving the electronics so that the key to change the door from off to automatic, hold open, etc can be easily reached without the assistance of a step stool. He also added a glass window in the door by the kitchen and installed a butterfly door handle on the main door so that the door can either be pulled open by the handle or by use of the handicap button. The smoking section has also been moved and now has an awning.
Committeewoman V. Rumsey stated that the Sheriff’s department had a wristband program at the community center recently for seniors. The paint is also peeling off the community center building. The DPW investigated further and found that the whole building would probably soon be peeling. The Township Committee asked V. Ingles to check to contract to see what steps were completed when painting the building.
T. Tosti will get a quote from her company for a new camera system at the Community Center as a base for budget time. They will make sure to get at least three quotes. The Committee also discussed when the parking lot is repaved trying to increase the number of parking spaces and how many handicap spaces are needed. Township Attorney E. Bernstein stated that the engineer will establish how many handicap spaces are needed, that it’s based on square feet and the uses. They discussed how there is an easement with the resident that lives behind the Community Center that shares their driveway by the edge of the parking lot. Mayor L. Chammings also asked V. Ingles to pull the deed for the easement at the Community Center, they will need that when repaving the parking lot.
Mayor Lisa Chammings
Environmental Commission
Mayor L. Chammings stated that the environmental commission was a pretty short meeting and they’re almost to where they need to be.
Legal
Mayor L. Chammings stated that she spoke with the Township Attorney regarding some legal matters and will be speaking with him more during executive session.
CERT
Mayor L. Chammings stated that she was unable to make the CERT meeting as it was changed to a date that she wasn’t available. They are preparing for Sussex County Day.
Personnel
Mayor L. Chammings stated that the town has advertised for a DPW laborer position and have interviewed one candidate earlier that evening.
DPW
Mayor L. Chammings stated that the DPW has still been extremely busy. They have been digging trenches on South Shore Terrace due to drainage issues. They have also been cutting back the grass on the roads to prepare for road paving. They will also be working on the new mapping of the storm drains.
Engineer
Mayor L. Chammings stated that she asked the engineer to mark out the parking lot at Veteran’s Park for paving prep.
Mayor L. Chammings stated that there was also a propane leak at the Municipal Office. The staff handled it extremely well. The fire department & Fairclough came out immediately and couldn’t fix the leak entirely so they need to evacuate the rest of the propane then can fix the valve.
Mayor L. Chammings noted that another notice was sent to the prospective owners of 992 Fairview Lake Road via certified mail return receipt. Another red sticker was placed on the building.
AMENDMENTS TO AGENDA:
Committeewoman V. Rumsey added the parade permit for the Historical Society’s Fall Festival under Discussion items.
Mayor L. Chammings added RFP’s and Policies under Discussion items and Ordinance 2024-12 under New Business.
PUBLIC SESSION (Agenda Items Only – 3 Minute Time Limit)
Public Session Open 8:05 pm.
Township Resident K. Feenstra stated that she saw a post on Facebook that a resident went to play pickleball at the courts at Stillwater Park but that the nets are locked up and there was no indication as to how to unlock them. Committeewoman D. Delaney stated that the Rec Commission and the staff at the Municipal Office have the code to give out when requested to use the pickleball nets. Committeeman D. Manser stated that they are still working on an app to be able to sign up to play on the courts and the code to unlock the nets will be provided there. They’re still trying to figure out how to keep the nets safe from being stolen or vandalized. The Township Committee advised the Clerk to contact the Rec Commission and ask them how to address the issue of being able to access the nets as the Township staff is only at the office until 4pm Monday-Friday. The Recreation Commission will also need to post instructions at the park for residents’ information.
Mrs. Feenstra stated that she was at the Fredon Municipal office recently and she was able to pick up a senior freeze blue book there. She asked why Stillwater Township didn’t give them out to residents and suggested doing so instead of having the residents call and order one. The Township Committee asked the Clerk to email the Tax Collector and ask if we can order some blue books for the public.
Public Session Closed 8:14 pm.
OLD BUSINESS- None
NEW BUSINESS
Mayor L. Chammings stated that the Committee adopted the Resolution for this at the last meeting.
Township Attorney E. Bernstein stated that for the following Ordinance, they need to allocate the money. He stated that it appears that the allocation is to take money from previous Ordinances which allowed for other paving jobs and is now being reallocated in the Capital Ordinance to allow for the paving of this. He will discuss further in Executive Session.
ORDINANCE INTRODUCTION AND FIRST READING
ORDINANCE 2024-12
CAPITAL ORDINANCE APPROPRIATING $173,167.00
FOR OVERLAY PAVING OF MIDDLEVILLE ROAD
(HYDEAWAY RESTAURANT TO DPW GARAGE)
BE IT ORDAINED by the Township Committee of the Township of Stillwater, in the County of Sussex, New Jersey, AS FOLLOWS;
Section 1. The improvements described in Section 3 of this capital ordinance are hereby respectively authorized as general improvements to be made or acquired by the Township of Stillwater, New Jersey. For the said improvements or purposes stated in said Section 3, there are hereby appropriated the respective sums of money therein stated as the appropriations made for said improvements or purposes, said sums being inclusive of all appropriations heretofore made therefore and amounting in the aggregate to $173,167.00 which has heretofore been set aside for the improvement of purpose stated in Section 3 and now available therefore by virtue of provision in a previously adopted budget or budgets of the Township for capital improvement purposes.
Section 2. For the financing of said improvements or purposes and to meet the part of said $173,167.00 appropriations, the Township will use funding as described in Section 3.
Section 3. The improvements hereby authorized and the purpose for the allocation of which said obligations are to be spent, the appropriation made for an estimated cost of such purpose, and the estimated maximum amount of funds to be spent for such purpose, are respectively as follows:
Overlay Paving of Middleville Road: $1,417.43 Ord 2019-05: Asphalt Overlay
$70,872.06 Ord 2019-05: West End Phase 2-HC
$7,660.02 Ord 2019-05: West End Phase 2-SC
$93,217.49 Ord 2022-07: Mt. Bene Phase 1-HC
The aforestated improvements or purposes where applicable, are in accordance with specifications on file in the office of the Township Clerk, which specifications are hereby approved.
Section 4. The following additional matters are hereby determined, declared, recited and stated:
(a) The said purposes described in Section 3 of this capital ordinance are capital expenses and are each a property or improvement which the Township may lawfully acquire or make as a general improvement, and no part of the cost thereof has been or shall be specifically assessed on property specially benefited thereby.
(b) The average period of usefulness of said purposes within the limitations of said Local bond Law and taking into consideration the respective amounts of the said obligations authorized for the several purposes, according to the reasonable life thereof computed by this capital ordinance, is twenty (20) years.
Section 5. This capital ordinance shall take effect ten (10) days after the first publication thereof after final adoption, as provided by said Local Bond Law.
A MOTION was made by Committeewoman V. Rumsey and seconded by Committeewoman D. Delaney, to Introduce Ordinance 2024-12.
ROLL CALL: Committeeman D. Manser; yes, Committeewoman D. Delaney; yes, Committeewoman V. Rumsey; yes, Mayor L. Chammings; yes. Motion carried with all in favor.
CONSENT AGENDA – All items with an Asterisk (*) are considered to be routine
and non-controversial in nature. All such items will be handled by one (1) motion and one (1) second and one (1) vote. There will be no separate discussion of any of these items unless a Committee member requests same, in which case the item(s) will be removed from the Consent Agenda and considered in its normal sequence on the Agenda.
*MINUTES: August 20, 2024 Regular & Executive Meeting Minutes
*CORRESPONDENCE: none
*RESOLUTIONS:
RESOLUTION 2024-114 RESOLUTION AUTHORIZING SHARED SERVICES
AGREEMENT WITH THE COUNTY OF SUSSEX FOR PARTICIPATION IN THE SUSSEX COUNTY E911 COMMUNICATION SYSTEM
RESOLUTION 2024-115 RESOLUTION OF THE TOWNSHIP OF STILLWATER APPROVING APPOINTMENTS OF TOWNSHIP BOARD AND COMMISSIONS
RESOLUTION 2024-116 RESOLUTION AUTHORIZING SOLICITOR’S PERMIT APPLICATION FOR BETHANY SMITH OF TRINITY SOLAR
RESOLUTION 2024-117 RESOLUTION AUTHORIZING ADOPTION OF OPRA REQUEST FORM
APPROVAL OF THE CONSENT AGENDA
Mayor L. Chammings noted that Resolution 2024-115 was to appoint Traci Trotter to the Recreation Commission.
A MOTION was made by Committeeman D. Manser and seconded by Committeewoman V. Rumsey adopt the Consent Agenda as presented.
ROLL CALL: Committeeman D. Manser; yes, Committeewoman D. Delaney; yes, Committeewoman V. Rumsey; yes, Mayor L. Chammings; yes. Motion carried with all in favor.
DISCUSSION ITEMS:
Tough Book for Stormwater Mapping
Mayor L. Chammings suggested purchasing a tough book for Stormwater mapping needed for the stormwater drain mapping for the DPW. They can mount the tough book into the truck and are able to bring it into the office to work on as well. They can also use their township cell phones, but the screens are small and it makes it harder to enter information that way. There is money available in the Stormwater grant. Committeewoman V. Rumsey stated that the tough book, hot spot and installation.
A MOTION was made by Committeewoman V. Rumsey and seconded by Committeewoman D. Delaney, to allow the CFO to investigate the cost of installing a new tough book and any other necessary accessories.
ROLL CALL: Committeeman D. Manser; yes, Committeewoman D. Delaney; yes, Committeewoman V. Rumsey; yes, Mayor L. Chammings; yes. Motion carried with all in favor
On Call Transportation
Mayor L. Chammings stated that the old DPW pickup truck has been repaired and is available for use. There was a discussion on allowing the on-call weekend DPW employee to take the pickup truck home for the weekend so that if they are called in they can go straight to where ever they’re needed. The truck would be used for township business only. Mayor L. Chammings asked the clerk to check with the risk manager and to have the DPW Supervisor put together a policy to present back to the Committee.
Engineered Plan for Historical Society Parade
Mayor L. Chammings stated that they received a quote back from VanCleef Engineering for the costs of engineering a plan for the Historical Society’s tractor parade route. The quote stated that the costs would not exceed $500. The Township Committee discussed and unanimously agreed that this is not a Township event, it is a Historical Society event. They support the Historical Society however it is not a fee that they want to spend the town’s engineering funds on as it cannot be used by the township for anything else. If they decide to do a parade for the bicentennial, it will not be on that route so they cannot use it at all for the future.
RFP’s
Mayor L. Chammings stated asked if there were any non-fair contract’s that any of the Committee members were interested in exploring to bring it up now rather then wait to go out for RFP’s at the end of the year. She suggested doing an RFP for banking services as Lakeland Bank has now changed to Provident Bank.
Policies
Mayor L. Chammings introduced an employee gift policy for things such as flowers if someone is going through medical issues, there’s a death, retirements, etc. She stated that the township municipal budget includes a line in the Mayor & Council section for gifts/awards totaling $1,000. Categories and amounts were included as well as a resolution if the Committee decided to adopt. The Committee discussed the policy and decided to table the discussion to the next meeting. The Committee asked to have the CFO clarify what the town has done in the past officially.
PUBLIC SESSION (any subject – 3-minute limit) 8:49 p.m.
No Public Comment.
PUBLIC SESSION CLOSED 8:49 p.m.
ATTORNEY’S REPORT
Township Attorney E. Bernstein stated that the only report that he has will be discussed in Executive Session.
BILLS LIST #13 $1,734,948.96
RESOLUTION 2024-118 AUTHORIZING PAYMENT OF BILLS
WHEREAS, the Chief Financial Officer has certified that funds are available in the proper account; and
WHEREAS, the Chief Financial 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 September 3, 2024, are on file and available for public inspection in the Office of the Chief Financial Officer and approved by the Chief Financial Officer for payment, be paid.
A MOTION was made by Committeewoman V. Rumsey and seconded by Committeewoman D. Delaney, to adopt Resolution 2024-118, funds permitting.
Mayor L. Chammings noted that the bills list was high due to payments to the Regional High School, Elementary School, County Tax, County Library and Open Space Tax.
ROLL CALL: Committeeman D. Manser; yes, Committeewoman D. Delaney; yes, Committeewoman V. Rumsey; yes, Mayor L. Chammings; yes. Motion carried with all in favor.
EXECUTIVE SESSION CONTINUED: held in the Stillwater Township Municipal Building.
A MOTION was made by Committeewoman V. Rumsey, seconded by Committeewoman D. Delaney, with all members in favor, to resume Executive Session at 8:52 p.m.
ROLL CALL: Committeeman D. Manser; yes, Committeewoman D. Delaney; yes, Committeewoman V. Rumsey; yes, Mayor L. Chammings; yes. Motion carried with all in favor.
A MOTION was made by Committeeman D. Manser and seconded by Committeewoman D. Manser to go back into Regular Session at 9:20 P.M.
ROLL CALL: Committeeman D. Manser; yes, Committeewoman D. Delaney; yes, Committeewoman V. Rumsey; yes, Mayor L. Chammings; yes. Motion carried with all in favor.
Township Attorney E. Bernstein stated to let the record reflect that all members of the governing body present commencing from Executive Session are present to recommence to the open session along with the Township Attorney and Township Clerk, the Township Attorney was not present during part of the first Executive Session.
A discussion was had regarding two former township employees relative to monies are owed. He is seeking permission in moving forward with taking the appropriate legal action.
A MOTION was made by Committeewoman V. Rumsey and seconded by Committeewoman D. Delaney, to approve moving forward with legal action against the former township employees for monies owed.
ROLL CALL: Committeeman D. Manser; yes, Committeewoman D. Delaney; yes, Committeewoman V. Rumsey; yes, Mayor L. Chammings; yes. Motion carried with all in favor.
Township Attorney E. Bernstein stated that a discussion was had regarding a medical leave of absence of JL from August 28, 2024 up to January 1, 2025. Desire to shorten or lengthen the leave requires 14 days prior notice from JL or their medical representative.
A MOTION was made by Committeewoman V. Rumsey and seconded by Committeeman D. Manser, to approve the medical leave of absence request from JL for the period of August 28, 2024 through January 1, 2025.
ROLL CALL: Committeeman D. Manser; yes, Committeewoman D. Delaney; yes, Committeewoman V. Rumsey; yes, Mayor L. Chammings; yes. Motion carried with all in favor.
Township Attorney E. Bernstein stated that a discussion was had on legal issues, legal advice was given and no formal action was needed on those matters at this time.
ADJOURNMENT
A MOTION was made by Committeewoman D. Delaney and seconded by Committeeman D. Manser, with all members in favor, to adjourn the meeting at 9:21 P.M.
Respectfully submitted,
Valerie Ingles
Municipal Clerk
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